Brother MFC 5840CN User Manual

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MFC-5440CN MFC-5840CN

USER’S GUIDE

Version C

If you need to call Customer Service

Please complete the following information for future reference:

Model Number: MFC-5440CN and MFC-5840CN (Circle your model number)

Serial Number:*

Date of Purchase:

Place of Purchase:

* The serial number is on the back of the unit. Retain this

User’s Guide with your sales receipt as a permanent record of your purchase, in the event of theft, fire or warranty service.

http://www.brother.com/registration

By registering your product with Brother International Corporation, you will be recorded as the original owner of the product. Your registration with Brother:

■

may serve as confirmation of the purchase date of your product should you lose your receipt;

■

may support an insurance claim by you in the event of product loss covered by insurance; and,

■

will help us notify you of enhancements to your product and special offers.

The most convenient and efficient way to register your new product is on-line at http://www.brother.com/registration

Brother numbers

IMPORTANT

For technical help, you must call the country where you bought the MFC. Calls must be made from within that country.

Register your product

By registering your product with Brother International Corporation, you will be recorded as the original owner of the product. Your registration with Brother:

■

may serve as confirmation of the purchase date of your product should you lose your receipt;

■

may support an insurance claim by you in the event of product loss covered by insurance; and,

■

will help us notify you of enhancements to your product and special offers.

Please complete and fax the Brother Warranty Registration And Test Sheet or, for your convenience and most efficient way to register your new product, register on-line at

http://www.brother.com/registration

Frequently asked questions (FAQs)

The Brother Solutions Center is our one-stop resource for all your Fax Machine/Multi-Function Center needs. You can download the latest software and utilities, read FAQs and troubleshooting tips, and go to the “Solutions” section to learn how to get the most from your Brother product.

http://solutions.brother.com

You can check here for Brother driver updates.

For Customer Service

In USA: 1-800-284-4329 (voice)

1-901-379-1215 (fax) 1-800-284-3238 (TTY service for the hearing-impaired)

In Canada: 1-877-BROTHER (voice)

(514) 685-4898 (fax)

Service Center Locator (USA only)

For the location of a Brother authorized service center, call 1-800-284-4357.

Service Center Locations (Canada only)

For the location of a Brother authorized service center, call 1-877-BROTHER.

Brother fax back system (USA only)

Brother has installed an easy-to-use fax back system, so you can get instant answers to common technical questions and product information for all Brother products. This system is available 24 hours a day, 7 days a week. You can use the system to receive faxed instructions and an Index of fax back subjects.

In USA only: 1-800-521-2846

Ordering accessories and supplies

For best quality results use only genuine Brother accessories, which are available at most Brother retailers. If you cannot find the accessory you need and you have a Visa, MasterCard, Discover, or American Express credit card, you can order accessories directly from Brother. (In the USA, you can visit us online for a complete selection of the Brother accessories and supplies that are available for purchase.)

In USA: 1-888-879-3232 (voice)

1-800-947-1445 (fax)

http://www.brothermall.com

In Canada: 1-877-BROTHER (voice)

Description Item

Ink Cartridge Standard<black> LC41BK (Prints up to 500 pages) Ink Cartridge High Yield<black> LC41HYBK (Prints up to 900 pages) Ink Cartridge<cyan>(blue) LC41C (Prints up to 400 pages) Ink Cartridge<magenta>(red) LC41M (Prints up to 400 pages) Ink Cartridge<yellow> LC41Y (Prints up to 400 pages) Premium Glossy Photo Paper

(Letter size / 20 sheets) Matte Inkjet Paper

(Letter size / 25 sheets) Inkjet Plain Paper

(Letter size / 250 sheets) Telephone Line Cord LG3077001 Power Protector for A/C Power

Telephone Line Surges and Voltage Spikes (2 outlets)

Power Protector for A/C Power Telephone Line Surges and Voltage Spikes (8 outlets)

User's Guide LF5886001 (English for USA and Canada)

BP60 GLL

BP60 ML

BP60 PL

QPD120

FX120

LF5895001 (French For Canada)

Notice - Disclaimer of Warranties

(USA and Canada)

BROTHER’S LICENSOR(S), AND THEIR DIRECTORS, OFFICERS, EMPLOYEES OR AGENTS (COLLECTIVELY BROTHER’S LICENSOR) MAKE NO WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, REGARDING THE SOFTWARE. BROTHER’S LICENSOR(S) DOES NOT WARRANT, GUARANTEE OR MAKE ANY REPRESENTATIONS REGARDING THE USE OR THE RESULTS OF THE USE OF THE SOFTWARE IN TERMS OF ITS CORRECTNESS, ACCURACY, RELIABILITY, CURRENTNESS OR OTHERWISE. THE ENTIRE RISK AS TO THE RESULTS AND PERFORMANCE OF THE SOFTWARE IS ASSUMED BY YOU. THE EXCLUSION OF IMPLIED WARRANTIES IS NOT PERMITTED BY SOME STATES IN THE USA AND SOME PROVINCES IN CANADA. THE ABOVE EXCLUSION MAY NOT APPLY TO YOU.

IN NO EVENT WILL BROTHER’S LICENSOR(S) BE LIABLE TO YOU FOR ANY CONSEQUENTIAL, INCIDENTAL OR INDIRECT DAMAGES (INCLUDING DAMAGES FOR LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTION, LOSS OF BUSINESS INFORMATION, AND THE LIKE) ARISING OUT OF THE USE OR INABILITY TO USE THE SOFTWARE EVEN IF BROTHER’S LICENSOR HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. BECAUSE SOME STATES IN THE USA AND SOME PROVINCES IN CANADA DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES, THE ABOVE LIMITATIONS MAY NOT APPLY TO YOU. IN ANY EVENT BROTHER’S LICENSOR’S LIABILITY TO YOU FOR ACTUAL DAMAGES FROM ANY CAUSE WHATSOEVER, AND REGARDLESS OF THE FORM OF THE ACTION (WHETHER IN CONTRACT, TORT (INCLUDING NEGLIGENCE), PRODUCT LIABILITY OR OTHERWISE), WILL BE LIMITED TO $50.

Compilation and Publication Notice

Under the supervision of Brother Industries Ltd., this manual has been compiled and published, covering the latest product descriptions and specifications.

The contents of this manual and the specifications of this product are subject to change without notice.

Brother reserves the right to make changes without notice in the specifications and materials contained herein and shall not be responsible for any damages (including consequential) caused by reliance on the materials presented, including but not limited to typographical and other errors relating to the publication.

iii

Brother® One Year Limited Warranty and Replacement Service

(USA only)

Who is covered:

• This limited warranty ("warranty") is given only to the original end-use/retail purchaser (referred to in this warranty as "Original Purchaser") of the accompanying product, consumables and accessories (collectively referred to in this warranty as "this Product").

• If you purchased a product from someone other than an authorized Brother reseller in the United States or if the product was used (including but not limited to floor models or refurbished product), prior to your purchase you are not the Original Purchaser and the product that you purchased is not covered by this warranty.

What is covered:

• This Product includes a Machine and Consumable and Accessory Items. Consumable and Accessory Items include but are not limited to print head, toner, drums, ink cartridges, print cartridges, refill ribbons, therma PLUS paper and thermal paper.

• Except as otherwise provided herein, Brother warrants that the Machine and the accompanying Consumable and Accessory Items will be free from defects in materials and workmanship, when used under normal conditions.

• This warranty applies only to products purchased and used in the United States. For products purchased in, but used outside, the United States, this warranty covers only warranty service within the United States (and does not include shipping outside the United States).

What is the length of the Warranty Periods:

• Machines: one year from the original purchase date.

• Accompanying Consumable and Accessory Items: 90 days from the original purchase date or the rated life of consumable, whichever comes first.

What is NOT covered:

This warranty does not cover (1) Physical damage to this Product; (2) Damage caused by improper installation,

improper or abnormal use, misuse, neglect or accident (including but not limited to transporting this Product without the proper preparation and/or packaging);

(3) Damage caused by another device or

software used with this Product (including

but not limited to damage resulting from use of non Brother®-brand parts and Consumable and Accessory Items);

(4) Consumable and Accessory Items that

expired in accordance with a rated life; and,

(5) Problems arising from other than defects

in materials or workmanship.

(6) Normal Periodic Maintenance Items,

such as Paper Feeding Kit, Fuser and Laser Units.

This limited warranty is VOID if this Product has been altered or modified in any way (including but not limited to attempted warranty repair without authorization from Brother and/or alteration/removal of the serial number).

What to do if you think your Product is eligible for warranty service:

Report your issue to either our Customer Service Hotline at 1-800-284-4329 MFC and DCP and 1-800-276-7746 Printers, or to a Brother Authorized Service Center within the applicable warranty period. Supply Brother or the Brother Authorized Service Center with a copy of your dated bill of sale showing that this Product was purchased within the U.S. For the name of local Brother Authorized Service Center(s), call 1-800-521-2846.

What Brother will ask you to do: After contacting Brother or a Brother

Authorized Service Center, you may be required to deliver (by hand if you prefer) or send the Product properly packaged, freight prepaid, to the Authorized Service Center together with a photocopy of your bill of sale.

You are responsible for the cost of shipping, packing product, and insurance (if you desire). You are also responsible for loss or damage to this Product in shipping.

What Brother will do:

If the problem reported concerning your Machine and/or accompanying Consumable and Accessory Items is covered by this warranty and to Brother or an Authorized Service Center within the applicable warranty period, Brother or its Authorized Service Center will repair or replace the Machine and/or accompanying Consumable and Accessory Items at no charge to you for parts or labor. The decision as to whether to repair or replace the Machine and/or accompanying Consumable and Accessory Items is made

if you first reported the problem

for Fax,

for

Brother® One Year Limited Warranty and Replacement Service

(USA only)

by Brother in its sole discretion. Brother reserves the right to supply a refurbished or remanufactured replacement Machine and/or accompanying Consumable and Accessory Items and use refurbished parts provided such replacement products conform to the manufacturer's specifications for new product/parts. The repaired or replacement Machine and/or accompanying Consumable and Accessory Items will be returned to you freight prepaid or made available for you to pick up at a conveniently located Authorized Service Center.

If the Machine and/or accompanying Consumable and Accessory Items are not covered by this warranty (either stage), you will be charged for shipping the Machine and/or accompanying Consumable and Accessory Items back to you and charged for any service and/or replacement parts/products at Brother's then current published rates.

The foregoing are your sole (i.e., only) and exclusive remedies under this warranty.

What happens when Brother elects to replace your Machine:

When a replacement Machine is authorized by Brother, and you have delivered the Machine to an Authorized Service Center, the Authorized Service Center will provide you with a replacement Machine after receiving one from Brother. If you are dealing directly with Brother, Brother will send to you a replacement Machine with the understanding that you will, after receipt of the replacement Machine, supply the required proof of purchase information, together with the Machine that Brother agreed to replace. You are then expected to pack the Machine that Brother agreed to replace in the package from the replacement Machine and return it to Brother using the pre-paid freight bill supplied by Brother in accordance with the instructions provided by Brother. Since you will be in possession of two machines, Brother will require that you provide a valid major credit card number. Brother will issue a hold against the credit card account number that you provide until Brother receives your original Product and determines that your original Product is entitled to warranty coverage. Your credit card will be charged up to the cost of a new Product only if: (i) you do not return your original Product to Brother within five (5) business days; (ii) the problems with your original Product are not covered by the limited warranty; (iii) the proper packaging instructions are not followed and has caused

damage to the product; or (iv) the warranty period on your original Product has expired or has not been sufficiently validated with a copy of the proof of purchase (bill of sale). The replacement Machine you receive (even if refurbished or remanufactured) will be covered by the balance of the limited warranty period remaining on the original Product, plus an additional thirty (30) days. You will keep the replacement Machine that is sent to you and your original Machine shall become the property of Brother. Retain your original

Accessory Items and a copy of the return freight bill, signed by the courier.

Limitations:

Brother is not responsible for damage to or loss of any equipment, media, programs or data related to the use of this Product. Except for that repair or replacement as described above, Brother shall not be liable for any direct, indirect, incidental or consequential damages or specific relief. Because some states do not allow the exclusion or limitation of consequential or incidental damages, the above limitation may not apply to you.

THIS WARRANTY IS GIVEN IN LIEU OF ALL OTHER WARRANTIES, WRITTEN OR ORAL, WHETHER EXPRESSED BY AFFIRMATION, PROMISE, DESCRIPTION, DRAWING, MODEL OR SAMPLE. ANY AND ALL WARRANTIES OTHER THAN THIS ONE, WHETHER EXPRESS OR IMPLIED, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, ARE HEREBY DISCLAIMED.

• This Limited Warranty is the only warranty that Brother is giving for this Product. It is the final expression and the exclusive and only statement of Brother's obligations to you. It replaces all other agreements and understandings that you may have with Brother or its representatives.

• This warranty gives you certain rights and you may also have other rights that may vary from state to state.

• This Limited Warranty (and Brother's obligation to you) may not be changed in any way unless you and Brother sign the same piece of paper in which we (1) refer to this Product and your bill of sale date, (2) describe the change to this warranty and (3) agree to make that change.

Important: We recommend that you keep all original packing materials, in the event that you ship this Product.

BROTHER MULTIFUNCTION CENTER/FACSIMILE MACHINE

LIMITED WARRANTY

(Canada only)

Pursuant to this limited warranty of 1 year from the date of purchase for labour and parts, Brother International Corporation (Canada) Ltd. (“Brother”), or its Authorized Service Centers, will repair this MFC/Facsimile machine free of charge if defective in material or workmanship. This Limited Warranty does not include cleaning, consumables (including, without limitation, print cartridges, print head, toner and drum) or damage caused by accident, neglect, misuse or improper installation or operation, any damage caused from service, maintenance, modifications, or tampering by anyone other than a Brother Authorized Service Representative, or from the use of supplies or consumable items that are non-Brother products. Operation of the MFC/Facsimile machine in excess of the specifications or with the Serial Number or Rating Label removed shall be deemed abuse and all repairs thereafter shall be the sole liability of the end-user/purchaser. In order to obtain warranty service, the MFC/Facsimile machine must be delivered or shipped freight prepaid by the end user/purchaser to a “Brother” Authorized Service Center, together with your Proof of Purchase in the form of a Sales Receipt.

For laser products: Failure to remove the Toner Cartridge (and Toner Drum Unit on applicable models) during shipping will cause severe damage to the MFC/Facsimile and will VOID the Warranty. (Refer to your User’s Guide for proper packaging.)

For ink-jet products: Do not remove the ink cartridges during shipping. Damage to your print head resulting from packing without the ink cartridges will VOID your warranty. (Refer to your User’s Guide for proper packaging.)

BROTHER DISCLAIMS ALL OTHER WARRANTIES EXPRESSED OR IMPLIED INCLUDING, WITHOUT LIMITATION, ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, EXCEPT TO THE EXTENT THAT ANY WARRANTIES IMPLIED BY LAW CANNOT BE VALIDLY WAIVED.

No oral or written information, advice or representation provided by Brother, its Authorized Service Centers, Distributors, Dealers, Agents or employees, shall create another warranty or modify this warranty. This warranty states Brother’s entire liability and your exclusive remedy against Brother for any failure of the MFC/Facsimile machine to operate properly.

Neither Brother nor anyone else involved in the development, production, or delivery of this MFC/Facsimile machine shall be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, including lost profits, arising from the use of or inability to use the product, even if advised by the end user/purchaser of the possibility of such damages. Since some Provinces do not allow the above limitation of liability, such limitation may not apply to you.

This Limited Warranty gives you specific legal rights and you may also have other rights which vary from Providence to Providence.

Warranty Service is available at Brother Authorized Service Centers throughout Canada. For Technical Support or for the name and location of your nearest Authorized Service Center call 1-877-BROTHER. Internet support: support@brother.ca or browse Brother’s Web Site: www.brother.com

Brother International Corporation (Canada) Ltd. 1 Rue Hôtel de Ville Dollard-Des-Ormeaux, QC H9B 3H6

Safety precautions

To use the MFC safely

Please refer to these instructions for later reference and before attempting any maintenance.

WARNING

There are high voltage electrodes inside the MFC. Before you clean the MFC, make sure you have unplugged the telephone line cord first and then the power cord from the AC power outlet.

To prevent injuries, be careful not to put your hands on the edge of the MFC under the scanner cover.

When you move the MFC, place a hand at each side of the unit and grasp the grooved panels so you are supporting the base when you lift it. (See the illustration on the right.) Do not carry the MFC by holding the scanner cover.

Do not handle the plug with wet hands. Doing this might cause an electrical shock.

To prevent injuries, be careful not to touch the area shaded in the illustration.

Most of the illustrations in this User’s Guide show the MFC-5440CN.

vii

WARNING

■

Use caution when installing or modifying telephone lines. Never touch telephone wires or terminals that are not insulated unless the telephone line has been disconnected at the wall jack. Never install telephone wiring during a lightning storm. Never install a telephone wall jack in a wet location.

■

This product must be installed near an AC power outlet that is easily accessible. In case of emergencies, you must disconnect the power cord from the AC power outlet in order to shut off power completely.

■

To reduce the risk of shock or fire, use only a No. 26 AWG or larger telecommunication line cord.

Caution

■

Lightning and power surges can damage this product! We recommend that you use a quality surge protection device on the AC power line and on the telephone line, or unplug the cords during a lightning storm.

IMPORTANT SAFETY INSTRUCTIONS When using your telephone equipment, basic safety

precautions should always be followed to reduce the risk of fire, electric shock and injury to persons, including the following:

1. Do not use this product near water, for example, near a bath tub, wash bowl, kitchen sink or washing machine, in a wet basement or near a swimming pool.

2. Avoid using this product during an electrical storm. There may be a remote risk of electric shock from lightning.

3. Do not use this product to report a gas leak in the vicinity of the leak.

4. Use only the power cord provided with the MFC. SAVE THESE INSTRUCTIONS

viii

Choosing a location

Place your MFC on a flat, stable surface that is free of vibration and shocks, such as a desk. Put the MFC near a telephone wall jack and a standard, AC power outlet. Choose a location where the temperature remains between 50°F and 95°F (10°-35°C). To make sure the ADF can feed the maximum of 35 pages, keep the temperature between 68°F-86°F (20°-30°C).

Caution

■

Avoid placing your MFC in a high-traffic area.

■

Avoid placing your MFC on the carpet.

■

Do not place near heaters, air conditioners, water, chemicals, or refrigerators.

■

Do not expose the MFC to direct sunlight, excessive heat, moisture, or dust.

■

Do not connect your MFC to electrical outlets controlled by wall switches or automatic timers.

■

Disruption of power can wipe out information in the MFC’s memory.

■

Do not connect your MFC to electrical outlets on the same circuit as large appliances or other equipment that might disrupt the power supply.

■

Avoid interference sources, such as speakers or the base units of cordless phones.

Quick Reference Guide

Sending faxes

Automatic Transmission

If it is not illuminated in green, press (

Load your document.

Enter the fax number using Speed-Dial, Search or the dial pad.

Press

Color Start

Storing numbers

Storing Speed-Dial numbers

Press

Using the dial pad, enter a two-digit Speed-Dial location number, and then press

Enter a number (up to 20 digits), and then press

Menu/Set

Enter a name up to 15 characters (or leave it blank), and then press

Menu/Set

Press

Black Start

Menu/Set, 2, 3, 1

Menu/Set

Stop/Exit

Fax

Dialing operations

Speed-Dialing

If it is not illuminated in

green, press (

Load your document.

Press press #, and then press the two-digit Speed-Dial number.

Press

Color Start

Using Search

If it is not illuminated in green, press (

Load your document.

Press and then enter the first letter of the name you’re looking for.

Press or to search the memory.

Press

Color Start

Making copies

Press ( illuminate it in green.

Load your document.

Press

Color Start

Fax

Search/Speed Dial

Black Start

Search/Speed Dial

▲

Black Start

Copy

) to

Fax

Introduction ..........................................................................1-1

Using this Guide ...............................................................1-1

Finding information.....................................................1-1

Symbols used in this Guide........................................1-1

Control panel overview ..................................................... 1-2

Turning the MFC on and off........................................ 1-5

On/Off Setting.............................................................1-6

Load documents ............................................................... 1-7

Using the automatic document feeder (ADF) ............. 1-7

Recommended environment .................................. 1-7

Using the scanner glass ............................................. 1-9

About paper .................................................................... 1-10

Recommended Paper............................................... 1-10

Handling and using special paper ............................ 1-11

Paper type and size for each operation................ 1-12

Paper weight, thickness and capacity .................. 1-13

Paper capacity of the output paper tray .............. 1-13

Printable area .......................................................1-14

How to load paper, envelopes and post cards ......... 1-15

To load paper or other media ............................... 1-15

To load paper in paper tray#2

(MFC-5840CN only) .........................................1-17

To load envelopes ................................................ 1-20

To load post cards................................................1-21

About fax machines ........................................................ 1-22

Custom features .......................................................1-22

Do you have Voice Mail on the phone line? ......... 1-22

Why should there be problems?........................... 1-22

How can you avoid possible problems? ............... 1-22

Fax tones and handshake........................................1-23

ECM (Error Correction Mode)...................................1-24

Getting started .....................................................................2-1

Initial Setup....................................................................... 2-1

Setting the Date and Time.......................................... 2-1

Setting Tone and Pulse dialing mode.........................2-1

Setting the Station ID..................................................2-2

General Setup ..................................................................2-3

Setting the Mode Timer..............................................2-3

Setting the Paper Type...............................................2-3

Setting the Paper Size................................................2-4

Setting the Ring Volume.............................................2-5

Setting the Beeper Volume.........................................2-5

Setting the Speaker Volume.......................................2-6

Turning on Automatic Daylight Savings Time.............2-6

Setting the LCD Contrast............................................2-7

Setting the Tray Use for Copy mode

(MFC-5840CN only) ...............................................2-7

Setting the Tray Use for Fax mode

(MFC-5840CN only) ...............................................2-8

Setup Send ...........................................................................3-1

How to enter Fax mode ....................................................3-1

How to dial........................................................................3-1

Manual dialing.............................................................3-1

Speed-Dialing ............................................................. 3-2

Search ........................................................................3-2

Fax Redial...................................................................3-2

How to Fax (B&W and Color) ...........................................3-3

Color fax transmission................................................3-3

Faxing from the ADF ..................................................3-3

Faxing from the scanner glass....................................3-4

Automatic transmission...............................................3-5

Manual transmission................................................... 3-5

Out of Memory message ............................................3-6

Basic sending operations.................................................. 3-7

Sending faxes using multiple settings.........................3-7

Contrast ......................................................................3-7

Fax Resolution............................................................3-8

Dual Access (Not available for color faxes)................3-9

Real Time Transmission...........................................3-10

Checking job status ..................................................3-11

Canceling a fax in progress......................................3-11

Canceling a scheduled job........................................3-11

Advanced sending operations ........................................3-12

Broadcasting (Not available for color faxes) ............. 3-12

Overseas Mode ........................................................3-13

Delayed Fax (Not available for color faxes)..............3-14

Setting up Polled Transmit

(Not available for color faxes) ..............................3-14

Delayed Batch Transmission

(Not available for color faxes)...............................3-15

Faxing A4 size documents from the scanner glass....3-15

xii

Setup Receive ......................................................................4-1

Basic receiving operations ...............................................4-1

Choosing the Receive Mode ...................................... 4-1

To select or change your Receive Mode ................ 4-2

Setting the Ring Delay................................................4-2

Setting the F/T Ring Time (Fax/Tel mode only).......... 4-3

Easy Receive .............................................................4-4

Printing a reduced incoming fax (Auto Reduction) ..... 4-5

Printing a fax from the memory ..................................4-5

Polling ........................................................................ 4-6

Setting up Polling Receive .....................................4-6

Setting up Sequential Polling Receive ................... 4-6

Quick-Dial numbers and dialing options ...........................5-1

Storing numbers for easy dialing......................................5-1

Storing Speed-Dial numbers ...................................... 5-1

Changing Speed-Dial numbers .................................. 5-2

Setting up Groups for Broadcasting ........................... 5-3

Dialing options..................................................................5-5

Access codes and credit card numbers......................5-5

Pause .........................................................................5-5

Tone or Pulse .............................................................5-6

Remote Fax Options (Not available for color faxes) ........ 6-1

Setting up Fax Forwarding .........................................6-1

Programming your pager number............................... 6-2

Setting Fax Storage.................................................... 6-3

Setting PC Fax Receive .............................................6-3

Turning off Remote Fax Options ................................ 6-4

Setting your Remote Access Code.............................6-4

Remote Retrieval.............................................................. 6-5

Using your Remote Access Code...............................6-5

Remote commands ....................................................6-6

Retrieving fax messages............................................ 6-7

Changing your Fax Forwarding number ..................... 6-7

Printing reports ....................................................................7-1

Fax settings and activity ................................................... 7-1

Customizing the Transmission Verification Report..... 7-1

Setting the Journal Period..........................................7-2

Printing reports ...........................................................7-3

How to print a report...............................................7-3

xiii

Making copies ......................................................................8-1

Using the MFC as a copier...............................................8-1

Enter Copy mode........................................................8-1

Making a single copy ..................................................8-2

Making multiple copies ...............................................8-2

Stop copying...............................................................8-2

Using the temporary Copy keys........................................8-3

Increasing copy speed or quality................................8-4

Enlarging or reducing the image copied ..................... 8-5

Setting the paper type (MFC-5440CN only) ............... 8-6

Using the Tray Select key (MFC-5840CN only)..........8-7

Changing the temporary copy settings.......................8-8

Setting paper type (MFC-5840CN only) ................. 8-9

Setting paper size...................................................8-9

Adjusting brightness.............................................8-10

Adjusting contrast.................................................8-11

Sorting copies using the ADF...............................8-11

Making N in 1 copies or a poster (Page Layout)....8-12

Changing the default copy settings................................. 8-16

Increasing copy speed or quality..............................8-16

Adjusting brightness .................................................8-16

Adjusting contrast.....................................................8-16

Adjusting color saturation .........................................8-17

Out of Memory message ..........................................8-17

Legal limitations..............................................................8-18

xiv

Walk-Up PhotoCapture Center™ (MFC-5840CN only) .......9-1

Introduction .......................................................................9-1

PhotoCapture Center

Getting started..................................................................9-3

Printing the Index (Thumbnails)........................................9-5

Printing images ................................................................. 9-6

DPOF printing.............................................................9-8

Changing the default settings .....................................9-9

Increasing print speed or quality.............................9-9

Setting the paper & size .........................................9-9

Adjusting brightness.............................................9-10

Adjusting contrast.................................................9-10

Color enhancement (True2Life

Cropping...............................................................9-12

Borderless ............................................................9-12

Understanding the Error Messages ..........................9-13

Using PhotoCapture Center Using PhotoCapture Center

™

requirements .....................9-2

)..........................9-10

™

from your PC...................9-14

™

for scanning documents....9-14

Important information ....................................................... 10-1

Standard telephone and FCC Notices

These notices are in effect on models sold and

used in the United States only..............................10-1

Federal Communications Commission (FCC)

Declaration of Conformity (USA only) ..................10-3

Important ..............................................................10-4

Industry Canada Compliance Statement

(Canada only) ....................................................... 10-4

LAN connection........................................................10-4

International E

Important safety instructions.....................................10-6

Trademarks .............................................................. 10-8

NERGY STAR

Compliance Statement.... 10-5

Troubleshooting and routine maintenance .....................11-1

Troubleshooting ............................................................. 11-1

Error messages ........................................................11-1

Document jams.........................................................11-5

Document is jammed in the top of the ADF unit. .... 11-5

Document is jammed inside the ADF unit. ........... 11-5

Printer jam or paper jam...........................................11-6

Paper is jammed inside the paper tray ................. 11-6

Paper is jammed inside the MFC ......................... 11-7

If you are having difficulty with your MFC................. 11-9

Compatibility........................................................... 11-14

How to improve print quality .........................................11-15

Cleaning the print head .......................................... 11-15

Checking the print quality ....................................... 11-16

Checking the printing alignment.............................11-18

Checking the ink volume ..............................................11-19

Packing and shipping the MFC...............................11-20

Routine maintenance.................................................... 11-23

Cleaning the scanner.............................................. 11-23

Cleaning the MFC printer platen.............................11-24

Replacing the ink cartridges ...................................11-25

Appendix A .......................................................................... A-1

Setting up telephone services ..........................................A-1

Distinctive Ring...........................................................A-1

What does your telephone company’s

‘Distinctive Ring’ do?..........................................A-1

What does Brother’s ‘Distinctive Ring’ do? ............A-2

Do you have Voice Mail?........................................A-2

Before you choose the ring pattern to register ...... A-3

Registering the Distinctive Ring pattern..................... A-4

Turning off the Distinctive Ring.............................. A-4

Caller ID........................................................................... A-5

Viewing Caller ID List................................................. A-6

Printing Caller ID List................................................. A-6

Advanced receiving operations........................................ A-7

Operation from extension telephones........................ A-7

Fax/Tel mode when power key is On ........................ A-7

Fax/Tel mode when power key is Off ........................ A-7

Using a cordless external handset............................. A-8

Changing the remote codes....................................... A-8

Connecting an external device to your MFC.................... A-9

Connecting an external telephone ............................. A-9

Connecting an external telephone answering

device (TAD)........................................................ A-10

Sequence ............................................................ A-10

Connections......................................................... A-12

Recording outgoing message (OGM) on

an external TAD............................................... A-12

Special line considerations...................................... A-13

Roll over phone lines ........................................... A-13

Two-line phone system........................................ A-13

Converting telephone wall outlets........................ A-14

Installing MFC, external two-line TAD and

two-line telephone ........................................... A-15

Multi-line connections (PBX).................................... A-16

If you are installing the MFC to work with a PBX ... A-16

Custom features on your phone line........................ A-16

xvi

Appendix B .......................................................................... B-1

On-screen programming.................................................. B-1

Menu table................................................................. B-1

Memory storage......................................................... B-1

Navigation keys ............................................................... B-2

Entering Text ........................................................... B-12

Inserting spaces .................................................. B-12

Making corrections .............................................. B-12

Repeating letters ................................................. B-12

Special characters and symbols.......................... B-13

Glossary ............................................................................... G-1

Specifications ......................................................................S-1

Product description...........................................................S-1

General.............................................................................S-1

Print media .......................................................................S-3

Copy .................................................................................S-4

PhotoCapture Center (MFC-5840CN only) ......................S-5

Fax....................................................................................S-6

Scanner ............................................................................S-7

Printer ...............................................................................S-8

Interfaces .........................................................................S-8

Computer requirements....................................................S-9

Consumable items..........................................................S-10

Network (LAN)................................................................S-11

Optional External Wireless Print/Scan Server

(NC-2200w) .................................................................S-11

12 13

Index ......................................................................................I-1

Remote Retrieval Access card ......................................... R-1

xvii

Introduction

Using this Guide

Thank you for buying a Brother Multi-Function Center (MFC). Your MFC is simple to use, with LCD screen instructions to guide you through programming it. You can make the most of your MFC by reading through this Guide.

Finding information

All the chapter headings and subheadings are listed in the Table of Contents. You will be able to find information about a specific feature or operation by checking the Index at the back of this Guide.

Symbols used in this Guide

Throughout this Guide you will see special symbols alerting you to important warnings, notes and actions. To make things clearer and to help you press the correct keys, we used special fonts and added some of the messages that will appear in the LCD.

Bold Bold typeface identifies specific keys on the MFC

control panel.

Italics Italicized typeface emphasizes an important point

or refers you to a related topic.

Courier New

Warnings inform you what to do to avoid possible personal injury.

Cautions specify procedures you must follow or avoid to prevent possible damage to the MFC.

Notes tell you how you should respond to a situation that may arise or give tips about how the current operation works with other features.

Improper Setup alerts you to devices and operations that are not compatible with the MFC.

Courier New type face identifies the messages on the LCD of the MFC.

INTRODUCTION 1 - 1

Control panel overview

MFC-5440CN MFC-5840CN

10 9 8

11 10 9 8

1 - 2 INTRODUCTION

3 4 5 6 71 2

1112

3 4 5 6 71 2

Fax and Telephone keys:

Hook

Press before dialing if you want to make sure a fax machine will answer, and then press Black Start or Color Start.

Redial/Pause

Redials the last number you called. It also inserts a pause in quick dial numbers.

Fax Resolution

Sets the resolution when you send a fax.

Copy keys

(Temporary settings):

Options

You can quickly and easily select temporary settings for copying.

Quality

Use this key for temporary copy settings.

Enlarge/Reduce

Lets you enlarge or reduce copies depending on the ratio you select.

Paper Type (MFC-5440CN only) You can select which type of paper

you want to use for the next copy. Tray Select (MFC-5840CN only) You can select which tray you want

to use for the next copy.

Dial Pad

Use these keys to dial telephone or fax numbers and as a keyboard for entering information into the MFC.

The # key lets you temporarily switch the dialing mode during a telephone call from Pulse to Tone.

Mode keys:

Fax

Lets you access Fax mode.

Scan

Lets you access Scan mode.

Copy

Lets you access Copy mode.

Stop/Exit

Stops an operation or exits from the menu.

Color Start

Lets you start sending faxes or making copies in full color.

Also lets you start a scanning operation (in color or black, depending on the scanning setting on your PC).

Black Start

Lets you start sending faxes or making copies in black and white.

Also lets you start a scanning operation (in color or black, depending on the scanning setting on your PC).

On/Off

You can turn the MFC on or off. Also, you can set the On/Off Setting so the MFC can still receive faxes when it is turned off.

INTRODUCTION 1 - 3

Navigation keys:

Menu/Set

The same key is used for Menu and Set operations.

Lets you access the Menu to program and store your settings in the MFC.

When using the one-way speaker or during ringing in fax mode, you can press these keys to adjust the volume.

▲

Search/Speed Dial

Lets you look up numbers that are stored in the dialing memory. It also lets you dial stored numbers by pressing # and a two-digit number.

▲

Press to scroll backward to a menu selection.

▲

▼

Press to scroll through the menus and options.

Liquid Crystal Display (LCD)

Displays messages on the screen to help you set up and use your MFC.

Print keys:

Job Cancel (MFC-5440CN only) Clears data from the printer

memory. Reports (MFC-5440CN only) Lets you print lists of information

about your MFC.

Ink

Lets you clean the print head, check the print quality, and check the available ink volume.

Photo keys: (MFC-5840CN only)

PhotoCapture

Lets you access the PhotoCapture

™

Center

Print Index

You can quickly and easily print the index with thumbnail images from your media card.

mode.

1 - 4 INTRODUCTION

Turning the MFC on and off

When the machine is idle, you can turn it on and off by pressing the

On/Off

if you turned the MFC off, it will periodically clean the print head to preserve print quality.

Turning the MFC off

Press and hold down the until the LCD shows:

The LCD light will go off.

Turning the MFC on

Press and hold down the until the LCD shows:

The LCD will show the date and time (Fax mode).

key. In Off mode, no MFC operations will be available. Even

On/Off

Even in Off mode, you can receive fax and telephone calls by customizing the (See On/Off Setting on page 1-6.)

If you have connected an external telephone or TAD, it is always available.

On/Off

key

key as explained next page.

Shutting Down

Please Wait

INTRODUCTION 1 - 5

On/Off Setting

You can customize the MFC’s On/Off key. The default setting is

Fax Receive:Off

but it will purge the ink head periodically. If you turn this setting to you can receive faxes or calls even when the MFC is switched

Turning the MFC on and off

(See

. Your MFC will not work when it is switched Off,

Off

on page 1-5.)

Press

Press ▲ or ▼ to select On (or

Press

On/Off Setting Receive Mode Available Operations

Fax Receive:Off

(default)

Fax Receive:On

Menu/Set, 1, 6

Menu/Set Stop/Exit

— No machine operations will be

Fax Only

External TAD

Manual

Fax/Tel

Off

available.

Fax Receive, Easy Receive, Delayed Fax, Remote Fax Options, Remote Retrieval.

■

You cannot receive a fax with Black Start or Color Start.

■

Delayed Fax and Remote Fax Options should be set before you switch off the machine.

Delayed Fax, Easy Receive

■

You cannot receive a fax with Black Start or Color Start.

■

* You cannot receive a fax automatically even if you have set the receive mode to

■

Delayed Fax should be set before you switch off the MFC.

General Setup

6.On/Off Setting

Fax/Tel

The external telephone or TAD is always available.

1 - 6 INTRODUCTION

Load documents

You can send a fax, make copies, and scan from the ADF (automatic document feeder) and from the scanner glass.

Using the automatic document feeder (ADF)

The ADF can hold up to 35 pages and feeds each sheet individually. Use standard (20 lb) paper and always fan the pages before putting them in the ADF.

Recommended environment

Temperature: 68°F - 86°F (20°C - 30°C) Humidity: 50% - 70% Paper: 20 lb LTR

DO NOT use paper that is curled, wrinkled, folded, ripped, stapled, paper clipped, pasted or taped.

DO NOT use cardboard, newspaper or fabric. (To fax, copy or scan this kind of document, see Using the scanner glass on page 1-9.)

■

Make sure documents written with ink are completely dry.

■

Documents to be faxed must be from 5.8 to 8.5 inches wide and

5.8 to 14 inches long.

INTRODUCTION 1 - 7

Unfold the ADF Document Support.

Fan the pages well and stagger them at an angle. Make sure you put the originals face up, top edge first in the ADF until you feel them touch the feed roller.

Adjust the paper guides to fit the width of your documents.

Unfold the ADF Document Output Support Flap.

DO NOT pull on the document while it is feeding.

To use the ADF, the scanner glass must be empty.

1 - 8 INTRODUCTION

ADF Document Output Support Flap

Using the scanner glass

You can use the scanner glass to fax pages of a book or one page at a time. Document inches).

To use the scanner glass, the ADF must be empty.

Lift the document cover.

Using the document guidelines on the left, center the document face down on the scanner glass.

Close the document cover.

can be up to letter size (8.5 inches to 11

Place documents face down

on the scanner glass

If the document is a book or is thick, do not slam the cover or press on it.

INTRODUCTION 1 - 9

About paper

The print quality can be affected by the type of paper you use in the MFC.

To get the best print quality for the settings you’ve chosen, always set the Paper Type to match the type of paper you load.

You can use plain paper, inkjet paper (coated paper), glossy paper, transparencies and envelopes.

We recommend testing various paper types before purchasing large quantities.

For best results, use the recommended paper.

■

When you print on inkjet paper (coated paper), transparencies and glossy paper, be sure to select the proper media in the “Basic” tab of the printer driver or in the Paper Type setting of the menu (

■

When you print on Brother glossy paper, load the instruction sheet included with the glossy paper in the paper tray first, and then place the glossy paper on the instruction sheet.

■

When you use transparencies or glossy paper, remove each sheet immediately to prevent smudging or paper jams.

■

Avoid touching the printed surface of the paper immediately after printing; the surface may not be completely dry and may stain your fingers.

Menu/Set, 1, 2

Recommended Paper

To get the best print quality, we suggest using Brother paper. (See table below.)

We recommend using “3M Transparency Film” when you print on transparencies.

Brother Paper

Paper Type Item

Letter Plain BP60PL Letter Glossy BP60GLL Letter Inkjet (Photo Matte) BP60ML

1 - 10 INTRODUCTION

Handling and using special paper

■

Store paper in its original packaging, and keep it sealed. Keep the paper flat and away from moisture, direct sunlight and heat.

■

The coated side of glossy paper is shiny. Avoid touching the shiny (coated) side. Load glossy paper with the shiny side facing down.

■

Avoid touching either side of transparencies, because they absorb water and perspiration easily, and this may cause decreased output quality. Transparencies designed for laser printers/copiers may stain your next document. Use only transparencies recommended for inkjet printing.

Do not use paper:

■

that are damaged, curled, wrinkled, or irregularly shaped

0.08 in. or longer

■

that are extremely shiny or highly textured

■

that were previously printed by a printer

■

that cannot be arranged uniformly when stacked

■

that are made with a short grain

INTRODUCTION 1 - 11

Printer

(MFC-5840CN only)

Fax Copy PhotoCapture

A4 8.3" x 11.7" (210 x 297 mm) Yes* Yes* Yes Yes*

Legal 8 1/2" x 14" (216 x 356 mm) Yes* Yes* - Yes*

Paper type and size for each operation

Paper Type Paper Size Usage

Cut Paper Letter 8 1/2" x 11" (216 x 279 mm) Yes* Yes* Yes Yes*

1 - 12 INTRODUCTION

Executive 7 1/4" x 10 1/2" (184 x 267 mm) ---Yes*

JIS B5 7.2" x 10.1" (182 x 257 mm) ---Yes*

A5 5.8" x 8.3" (148 x 210 mm) - Yes - Yes

A64.1" x 5.8" (105 x 148 mm)---Yes

Cards Photo 4" x 6" (102 x 152 mm) - Yes Yes Yes

Photo L3 1/2" x 5" (89 x 127 mm)---Yes

Photo 2L 5" x 7" (127 x 178 mm) - - Yes Yes

Index Card 5" x 8" (127 x 203 mm) ---Yes

Post Card 13.9" x 5.8" (100 x 148 mm)---Yes

Post Card 2 (Double) 5.8" x 7.9" (148 x 200 mm) ---Yes

Envelopes C5 Envelope 6.4" x 9" (162 x 229 mm) ---Yes

DL Envelope4.3" x 8.7" (110 x 220 mm)---Yes

COM-10 4 1/8" x 9 1/2" (105 x 241 mm) ---Yes

Monarch 3 7/8" x 7 1/2" (98 x 191 mm) ---Yes

JE4 Envelope4.1" x 9.3" (105 x 235 mm)---Yes

Transparencies Letter 8 1/2" x 11" (216 x 279 mm) - Yes - Yes

A4 8.3" x 11.7" (210 x 297 mm) - Yes - Yes

*Tray#2 is also available. (MFC-5840CN only)

Paper weight, thickness and capacity

Paper Type Weight Thickness No. of sheets

Cut Paper Plain Paper 17 to 32 lb

Inkjet Paper 17 to 53 lb

Glossy Paper Up to 58 lb

Cards Photo Card Up to 64 lb

Index Card Up to 32 lb

Post Card Up to 53 lb

Envelopes 20 to 25 lb

Transparencies - - 10

(64 to 120 g/m

(64 to 200 g/m

(Up to 220 g/m

(Up to 240 g/m

(Up to 120 g/m

(Up to 200 g/m

(75 to 95 g/m

)

0.003" to 0.006" (0.08 to 0.15 mm)

0.003" to 0.01" (0.08 to 0.25 mm)

Up to 0.01" (Up to 0.25 mm)

Up to 0.01" (Up to 0.28 mm)

Up to 0.006" (Up to 0.15 mm)

Up to 0.01" (Up to 0.23 mm)

Up to 0.02" (Up to 0.52 mm)

1*2

100*

250*3 (Tray#2) (MFC-5840CN)

*1 Up to 50 sheets for Legal size paper (20 lb).

Up to 100 sheets of 20 lb.

Up to 250 sheets of 20 lb.

Paper capacity of the output paper tray

Output Paper Tray

Up to 50 sheets of 20 lb (Letter)

■

Transparencies or glossy paper must be picked up from the output paper tray one page at a time to avoid smudging.

■

Legal paper cannot be stacked on the output paper tray.

INTRODUCTION 1 - 13

Printable area

The printable area depends on the settings in the application you are using. The figures below show the unprintable areas on cut sheet paper and envelopes.

EnvelopesCut Sheet Paper

■ unprintable area

1Top 2

Cut Sheet

Envelopes 0.47 in. 0.94 in. 0.12 in. 0.12 in.

0.12 in. (0 in.)*

Bottom

0.12 in. (0 in.)*

3Left 4Right

0.12 in. (0 in.)*

*1 When you set the Borderless feature to On.

■

Printable area depends on the Printer driver settings.

■

The figures above are approximate and the printable area may vary depending on the type of cut sheet paper you are using.

■

(MFC-5840CN only) You can use the borderless feature with Tray#1 only.

1 - 14 INTRODUCTION

How to load paper, envelopes and post cards

■

For Tray#2, see To load paper in paper tray#2 (MFC-5840CN only) on page 1-17.

■

(MFC-5840CN only) If you are using you should open and close the scanner cover to reset it.

To load paper or other media

Pull the paper tray completely out of the MFC and remove the output paper tray.

Press and slide the paper side guide to fit the paper width.

Auto Select

, after refilling the paper tray

Paper Side Guide

Pull out the paper support and unfold the paper support flap.

Paper Support

Paper Support Flap

Use the paper support flap for Letter, Legal and A4.

INTRODUCTION 1 - 15

Fan the stack of paper well to avoid paper jams and mis-feeds.

Gently insert the paper into the paper tray print side face down and the leading edge (top of the paper) in first.

Check that the paper is flat in the tray and below the maximum paper mark.

Maximum Paper Mark

■

Make sure the paper side guides touch the sides of the paper.

■

Be careful that you do not push the paper in too far; it may lift at the back of the tray and cause feed problems.

Put the output paper tray back on and push the paper tray firmly back into the MFC.

1 - 16 INTRODUCTION

To load paper in paper tray#2 (MFC-5840CN only)

You can use only plain paper sizes Letter, Legal, A4, Executive or B5 in Tray#2.

Pull the paper tray completely out of the MFC.

Press and slide the paper side guide and paper length guide to fit the paper width and length.

Paper Side Guide

Paper Length Guide

INTRODUCTION 1 - 17

When you use Legal size paper, open the tray cover, and then press and hold the universal guide release button as you slide out the front of the paper tray.

Tray Cover

Universal Guide Release Button

Fan the stack of paper well to avoid paper jams and mis-feeds.

Gently insert the paper into the paper tray print side face down and the leading edge (top of the paper) in first.

Check that the paper is flat in the tray and below the maximum paper mark.

Maximum Paper Mark

Make sure the paper side guides and paper length guide touch the sides of the paper.

1 - 18 INTRODUCTION

Put the paper tray firmly back into the MFC.

For Legal size paper, close the tray cover and put the paper tray firmly back into the MFC.

INTRODUCTION 1 - 19

To load envelopes

■

Use envelopes that weigh from 20 to 25 lb.

■

Some envelopes require margin settings in the application. Make sure you do a test print first.

To prevent possible damage to the feeding mechanism, do not use the types of envelopes shown below.

DO NOT USE ENVELOPES:

■

that are of a baggy construction

■

that are embossed (have raised writing on them)

■

that have clasps on them

■

that are not sharply creased

■

that are preprinted on the inside

■

Glue

How to load envelopes

Before loading, press the corners and sides of the envelopes to make them as flat as possible.

If the envelopes are ‘double-feeding,’ put one envelope in the paper tray at a time.

■

Rounded flap

■

Double flap

■

Triangular flap

1 - 20 INTRODUCTION

Insert the envelopes into the paper tray with the address side down and the leading edge (top of the envelopes) in first. Slide the paper side guide to fit the width of the envelopes.

If you have problems when printing on envelopes, try the following suggestions:

Open the envelope flap.

Make sure the open flap is either to the side of the envelope or to the back edge of the envelope when printing.

Adjust the size and margin in your application.

To load post cards

Raise the paper stop and insert the post cards into the paper tray. Slide the paper side guide to fit the width of the post cards.

INTRODUCTION 1 - 21

About fax machines

Custom features

Do you have Voice Mail on the phone line?

If you have Voice Mail on the phone line where you will install your new MFC, there is a strong possibility that Voice Mail and the MFC may conflict with each other while receiving incoming calls.

Why should there be problems?

Since both the MFC and Voice Mail will pick up the call, after the number of rings you have set, each of them has the ability to keep the other from receiving calls.

For example, if your Voice Mail is set to answer after two rings and your MFC is set to answer after four, your Voice Mail will stop your MFC from receiving faxes.

If you set Voice Mail and the Brother MFC to answer after the same number of rings, there is no way of knowing which one will answer first. It is important to remember that neither Voice Mail nor the MFC can pass the call back to the other after the call has been answered.

How can you avoid possible problems?

A very good way to avoid problems like the one mentioned, is to get a second phone number on your present phone line

Many people with Voice Mail choose an alternative service, which is called “Distinctive Ring”, and they are very satisfied with it.

Distinctive Ring

(See Another way to avoid possible problems is to replace your Voice Mail

with an answering machine. Your Brother MFC is designed to work with an answering machine or TAD (telephone answering device).

Connecting an external telephone answering device (TAD)

(See page A-10.)

on page A-1.)

1 - 22 INTRODUCTION

Fax tones and handshake

When someone is sending a fax, the MFC sends fax calling tones (CNG tones). These are quiet, intermittent beeps every 4-seconds. You’ll hear them after you dial and press

Color Start

dialing. During that time, the sending machine must begin the “handshake”, or connection, with the receiving machine.

Each time you use automatic procedures to send a fax, you are sending CNG tones over the phone line. You will soon learn to listen for these quiet beeps each time you answer a phone on your fax line, so you will know if you are receiving a fax message.

The receiving fax responds with fax receiving tones, which are loud, chirping sounds. A receiving fax chirps for about 40 seconds over the phone line, and the LCD shows

If your MFC is set to the Fax Only mode, it will answer every call automatically with fax receiving tones. If the other person hangs up, your MFC will continue to send the “chirps” for about 40 seconds, and the LCD continues to show

Stop/Exit

press The fax ‘handshake’ is the time in which the sending machine’s CNG

tones and the receiving machine’s “chirps” overlap. This must be for at least 2 to 4 seconds, so both machines can understand how each is sending and receiving the fax. The handshake cannot begin until the call is answered, and the CNG tones only last for about 60 seconds after the number is dialed. So it is important for the receiving machine to answer the call in as few rings as possible.

When you have an external Telephone Answering Device (TAD) on your fax line, your TAD will decide the number of rings before the call is answered.

and they will continue for about 60 seconds after

Receiving

Black Start

. To cancel receiving,

INTRODUCTION 1 - 23

ECM (Error Correction Mode)

The Error Correction Mode (ECM) is a way for the MFC to check a fax transmission while it is in progress. If the MFC detects errors during fax transmission, it resends the pages of the fax that had an error. ECM transmissions are only possible between fax machines that both have this feature. If they do, you may send and receive fax messages that are continuously being checked by the MFC.

Your MFC must have enough memory for this feature to work.

1 - 24 INTRODUCTION

Getting started

Initial Setup

Setting the Date and Time

When the MFC is not in use it will display the date and time. If you set up the Station ID the date and time displayed by your MFC will be printed on every fax you send. If there is a power failure, you may have to reset the date and time. No other settings will be affected.

Press

Enter the last two digits of the year. Press

Enter two digits for the month. Press (For example, enter 09 for September, or 10 for October.)

Enter two digits for the day. Press

Enter the time in 24-Hour format. Press

Press The LCD now shows the date and time whenever the MFC is in

Fax mode.

Menu/Set, 0, 2

Menu/Set

Menu/Set Stop/Exit

. (For example, enter 06 for 6th.)

. (For example, enter 15:25 for 3:25 P.M.)

Initial Setup

2.Date/Time

Setting Tone and Pulse dialing mode

Press

Press ▲ or ▼ to select

Tone

Press

Menu/Set, 0, 4

Menu/Set Stop/Exit

Pulse

(or

Initial Setup

4.Tone/Pulse

GETTING STARTED 2 - 1

Setting the Station ID

You should store your name or company name and fax number so they print on all fax pages you send.

Press

Enter your fax number (up to 20 digits).

Press You cannot enter a hyphen in the fax number. To enter a space

press once between numbers.

Use the dial pad to enter your name (up to 20 characters). (See Entering Text on page B-12.)

Press

Press If the Station ID has already been programmed, the LCD will ask

you to press

The Telephone Consumer Protection Act of 1991 makes it unlawful for any person to use a computer or electronic device to send any message via a telephone fax machine unless such messages clearly contain, in a margin at the top or bottom of each transmitted page, or on the first page of the transmission, the date and time it is sent and an identification of the business or other entity or other individual sending the message and the telephone number of the sending machines or such business, other entity or individual.

To program this information into your MFC, see

and Time

Menu/Set, 0, 3

Menu/Set

Menu/Set Stop/Exit

on page 2-1 and

to make a change or 2 to exit without changing.

NOTICE (For USA)

Setting the Station ID

Initial Setup

3.Station ID

Setting the Date

on page 2-2.

2 - 2 GETTING STARTED

General Setup

Setting the Mode Timer

The MFC has three temporary mode keys on the control panel: Fax, Scan and Copy. The PhotoCapture key (MFC-5840CN only) is also a temporary mode key. You can change the number of seconds or minutes that the MFC takes after the last Scan, Copy or PhotoCapture operation before it returns to Fax mode. If you select

Off

, the MFC stays in the mode you used last.

(MFC-5840CN only)

Press

Press ▲ or ▼ to select

0 Sec, 30 Secs, 1 Min, 2 Mins 5 Mins

Press

Menu/Set, 1, 1

Off

Menu/Set Stop/Exit

General Setup

1.Mode Timer

Setting the Paper Type

To get the best print quality, set the MFC for the type of paper you are using.

Press

Press ▲ or ▼ to select

Inkjet, Glossy Transparency

Press

■

Menu/Set, 1, 2

Menu/Set Stop/Exit

The MFC ejects paper with printed surfaces face up onto the paper tray in the front of the machine. When you use transparencies or glossy paper, remove each sheet immediately to prevent smudging or paper jams.

(MFC-5840CN only) You can only use plain paper in Tray#2.

Plain

General Setup

2.Paper Type

GETTING STARTED 2 - 3

Setting the Paper Size

You can use five sizes of paper for printing copies: Letter, Legal, A4, A5, and 4" x 6" and three sizes for printing faxes: Letter, Legal and A4. When you change the type of paper you load in the MFC, you will need to change the setting for Paper Size at the same time so your MFC can fit an incoming fax on the page.

Press

(MFC-5840CN only) Press

Tray#2

Press

Press ▲ or ▼ to select Press

Press (MFC-5840CN only)

You can only use plain paper sizes Letter, Legal or A4 in Tray#2.

Menu/Set, 1, 3

▲

or ▼ to select

Menu/Set

Menu/Set Stop/Exit

Tray#1

Letter, Legal, A4, A5

General Setup

3.Paper Size

4"x6"

2 - 4 GETTING STARTED

Setting the Ring Volume

You can turn the ring

Press

Press ▲ or ▼ to select

Low, Med, High

Press

Press —OR— You can adjust the ring volume when your MFC is idle (not being

used). In Fax mode , press or to adjust the volume level. Every time you press these keys, the MFC will ring so you can hear the active setting as the LCD shows it. The volume changes with each key press. The new setting will stay until you change it again.

Menu/Set, 1, 4, 1

Menu/Set Stop/Exit

Off

or you can select the ring volume level.

Off

Volume

1.Ring

Setting the Beeper Volume

You can change the beeper volume. The default (factory) setting is

Low

. When the beeper is on, the MFC will beep when you press a

key, make a mistake and whenever you send or received a fax.

Press

Press ▲ or ▼ to select your option.

(

Press

Menu/Set, 1, 4, 2

Low, Med, High

Menu/Set Stop/Exit

Off

)

Volume

2.Beeper

GETTING STARTED 2 - 5

Setting the Speaker Volume

You can adjust the MFC’s one-way speaker volume.

Press

Press ▲ or ▼ to select

Low, Med, High

Press

—OR— In Fax mode , you can adjust the speaker volume by pressing

Hook

Press or to adjust the volume level. The LCD shows the setting you are choosing. Each key press changes the volume to the next setting. The new setting will remain until you change it again.

Menu/Set, 1, 4, 3

Menu/Set Stop/Exit

, and then selecting a speaker volume level.

Off

Volume

3.Speaker

Turning on Automatic Daylight Savings Time

You can set the MFC to change automatically for Daylight Savings Time. It will reset itself forward one hour in the Spring and backward one hour in the Fall. Make sure you have set the correct day and time in the

Date/Time

Press

Press ▲ or ▼ to select On (or Press

Press

Menu/Set, 1, 5

Menu/Set Stop/Exit

setting.

Off

General Setup

5.Auto Daylight

2 - 6 GETTING STARTED

Setting the LCD Contrast

You can adjust the LCD contrast for a sharper and more vivid display. If you are having difficulty reading the LCD from your position, try changing the contrast setting for improved viewing.

1 2

Press

Dark

Press

Menu/Set, 1, 7

▲ or ▼

Menu/Set Stop/Exit

to select

Light

General Setup

7.LCD Contrast

Setting the Tray Use for Copy mode (MFC-5840CN only)

The MFC uses the paper in Tray#1 first. You can change the default tray that will be used for copying.

Press

Tray#2 Only

Press

■

Menu/Set, 1, 8

▲ or ▼

to select

, or

Menu/Set Stop/Exit

If both trays are using paper that is the same type and size,

Auto Select

if Tray#1 is out of paper. You can only use plain paper sizes Letter, Legal or A4 in

Tray#2.

Tray#1 Only

Auto Select

will allow your MFC to take paper from Tray#2

General Setup

8.Tray Use:Copy

GETTING STARTED 2 - 7

Setting the Tray Use for Fax mode (MFC-5840CN only)

The MFC uses the paper in Tray#1 first. You can change the default tray that will be used for printing received faxes.

Press

Press ▲ or ▼ to select

Tray#2 Only

Press

■

Menu/Set, 1, 9

Menu/Set Stop/Exit

Auto Select

Tray#2:

• If Tray#1 is out of paper.

• When it is set up with a different paper size that is more suitable for the received faxes.

• When both trays are using the same size paper and Tray#1 is not set to use plain paper.

You can only use plain paper sizes Letter, Legal or A4 in Tray#2.

Tray#1 Only

Auto Select

, or

will allow your MFC to take paper from

General Setup

9.Tray Use:Fax

2 - 8 GETTING STARTED

Setup Send

How to enter Fax mode

Before sending faxes, make sure (

green. If not, press ( setting is Fax.

Fax

) to enter Fax mode. The default

Fax

) is illuminated in

How to dial

You can dial in any of the following ways.

Manual dialing

Press all of the digits of the phone or fax number.

SETUP SEND 3 - 1

Speed-Dialing

Press number. (See

Search/Speed Dial, #

Storing Speed-Dial numbers

If the LCD shows Speed-Dial number, a number has not been stored for it.

Not Registered

, and then the two digit Speed-Dial

on page 5-1.)

two-digit number

when you enter the

Search

You can search for names you have stored in the Speed-Dial memories. Press search. (See

* To search alphabetically, you can use the dial pad to enter the first letter of the name you are looking for.

Search/Speed Dial

Storing Speed-Dial numbers

and the navigation keys to

To search numerically

To search alphabetically*

on page 5-1.)

Fax Redial

If you are sending a fax manually and the line is busy, press

Redial/Pause

again. If you want to make a second call to the last number dialed, you can save time by pressing

Color Start Redial/Pause

If you are sending a fax automatically

will automatically redial one time after five minutes.

3 - 2 SETUP SEND

, and then press

only works if you dialed from the control panel.

Black Start

Redial/Pause

and the line is busy, the MFC

Color Start

Black Start

and

to try

How to Fax (B&W and Color)

Color fax transmission

Your MFC can send a color fax to machines that support this feature. However, color faxes cannot be stored in the memory. When you

send a color fax, the MFC will send it in real time (even if

is set to

Delayed fax and Polling Transmit features are not available in color.

Off

Faxing from the ADF

Real Time

Fax

Stop/Exit

Put the document face up in the ADF. To cancel, press

If it is not illuminated in green, press (

Load your document.

Dial the fax number. Press

the first page. If the memory is full and you are faxing a single page, it will be

sent in real time.

Black Start

Color Start

. The MFC starts scanning

SETUP SEND 3 - 3

Faxing from the scanner glass

You can use the scanner glass to fax pages of a book or one page at a time. The documents can be up to letter size. To cancel, press

Stop/Exit

If it is not illuminated in green, press (

Load your document on the scanner glass.

Dial the fax number. Press

■

To send a single page, press 2 (or press

The MFC starts sending the document.

—OR— To send more than one page, press

Place the next page on the scanner glass.

Press The MFC starts scanning. (Repeat Steps 4 and 5 for each

additional page.)

■

Black Start

If you press first page.

If you press

Black Start

Color Start

Black Start

Menu/Set

If the memory is full and you are faxing a single page, it will be sent in real time.

You cannot send multiple pages for color faxes.

Color Start

again).

, the machine starts scanning the

, the machine starts sending.

and go to Step 5.

Fax

Next Page?

1.Yes 2.No(Dial)

Set Next Page Then Press Set

3 - 4 SETUP SEND

Automatic transmission

This is the easiest way to send a fax.

Do not pick up the handset of the external phone or press to listen for a dial tone.

If it is not illuminated in green, press (

Load your document.

Enter the fax number using the dial pad, Speed-Dial or Search. (See How to dial on page 3-1.)

Press

Black Start

Color Start

Fax

Manual transmission

Manual transmission lets you hear the dialing, ringing and fax-receiving tones while sending a fax.

If it is not illuminated in green, press (

Load your document.

Pick up the handset of the external phone and listen for a dial tone.

—OR— Press

Dial the fax number you want to call. —OR— If you pressed

When you hear the fax tone, press

If you picked up the handset of an external phone, replace it.

Hook

and listen for a dial tone.

Hook

, dial using the MFC’s control panel.

Black Start

Fax

Color Start

Hook

SETUP SEND 3 - 5

Out of Memory message

If you get an of a fax, press

Memory

the option to press or to press

If the memory is full and you are faxing a single page, it will be sent in real time.

Out of Memory

Stop/Exit

message while scanning a subsequent page, you will have

Black Start

Stop/Exit

to cancel the operation.

message while scanning the first page

to cancel the fax. If you get an

to send the pages scanned so far,

Out of

3 - 6 SETUP SEND

Basic sending operations

Sending faxes using multiple settings

When you send a fax you can choose any combination of these settings: contrast, resolution, overseas mode, delayed fax timer, polling transmission or real time transmission.

If it is not illuminated in green, press ( After each setting is accepted, the LCD will ask if you want to

enter more settings:

Press 1 to select more settings. The LCD will return to the menu.

—OR—

Press step.

if you have finished choosing settings and go to the next

Setup Send

Fax

Other Settings

1.Yes 2.No

Contrast

If your contrast.

Use Use

document

Light

Dark

If it is not illuminated in green, press (

Load your document.

Press

Press ▲ or ▼ to select

Dark

or Press

is very light or very dark, you may want to change the

to send a light document.

to send a dark document.

Menu/Set, 2, 2, 1

Menu/Set

Auto, Light

Fax

Setup Send

1.Contrast

SETUP SEND 3 - 7

Fax Resolution

You can use the temporarily (for this fax only). In Fax mode , press

Fax Resolution

Menu/Set

press —OR— You can change the default setting:

If it is not illuminated in green, press (

Load your document.

Press

Press ▲ or ▼ to select the resolution you want.

Press

Standard

Fine

S.Fine

Photo

Fax Resolution

and ▲ or ▼ to select the setting you want, and then

Menu/Set, 2, 2, 2

Menu/Set

Suitable for most typed documents. Good for small print and transmits a little

slower than Standard resolution. Good for small print or artwork and transmits

slower than Fine resolution. Use when the document has varying shades

of gray or is a photograph. This has the slowest transmission time.

key to change the setting

Setup Send

2.Fax Resolution

Fax

3 - 8 SETUP SEND

Dual Access (Not available for color faxes)

You can dial a number, and begin scanning the fax into memory— even when the MFC is sending from memory or receiving faxes. The LCD shows the new job number and available memory.

Your MFC normally uses Dual Access. However, to send a color fax, the MFC will send the document in real time (even if

Time TX

The number of pages you can scan into the memory will vary depending on the data that is printed on them.

Off

Real

If you get an page of a fax, press

Out of Memory

you can press or press

Out of Memory

message while scanning a subsequent page,

Black Start

Stop/Exit

message while scanning the first

Stop/Exit

to cancel the operation.

to cancel scanning. If you get an

to send the pages scanned so far,

SETUP SEND 3 - 9

Real Time Transmission

When you are sending a fax, the MFC will scan the documents into the memory before sending. Then, as soon as the phone line is free, the MFC will start dialing and sending.

If the memory becomes full, the MFC will send the document in real time (even if

Sometimes, you may want to send an important document immediately, without waiting for memory transmission. You can set

Real Time TX

If you want to fax multiple pages from the scanner glass, Real Time Transmission should be set to

Real Time TX

to On for all documents or for the next fax only.

is set to

Off

If it is not illuminated in green, press (

Load your document.

Press

To change the default setting, press

▲

Press —OR— For the next fax transmission only, press

Next Fax Only

Press

For the next fax only, press ▲ or ▼ to select On (or Press

In Real Time Transmission, the redial feature does not work.

If you are sending a color Fax, the MFC will send it in real time (even if

Menu/Set, 2, 2, 5

or ▼ to select On (or

Menu/Set

Real Time TX

and go to Step 5.

Off

is set to

Off

Fax

Setup Send

5.Real Time TX

▲

or ▼ to select

Off

3 - 10 SETUP SEND

Checking job status

Check which jobs are still waiting in the memory to be sent. (If there are no jobs, the LCD shows

No Jobs Waiting

Press

If you have more than one job waiting, press through the list.

Press

Menu/Set, 2, 6

▲

or ▼ to scroll

Stop/Exit

Fax

6.Remaining Jobs

Canceling a fax in progress

If you want to cancel a fax, while the MFC is scanning, dialing or sending it, press

Stop/Exit

Canceling a scheduled job

You can cancel a fax job that is stored and waiting in the memory.

Press Any jobs that are waiting will appear

on the LCD.

If you have more than one job waiting, press ▲ or ▼ to select the job you want to cancel.

Press —OR— If you only have one job waiting, go to Step 3.

Press 1 to cancel. To cancel another job go to Step 2. —OR— Press

Press

Menu/Set, 2, 6

Menu/Set

to exit without canceling.

Stop/Exit

Fax

6.Remaining Jobs

SETUP SEND 3 - 11

Advanced sending operations

Broadcasting (Not available for color faxes)

Broadcasting is when the same fax message is automatically sent to more than one fax number. You can include Groups, Speed-Dial numbers and up to 50 manually dialed numbers in the same broadcast.

Press

Search/Speed Dial

up Group dial numbers, see Setting up Groups for Broadcasting on page 5-3.)

After the broadcast is finished, a Broadcast Report will be printed to let you know the results.

Menu/Set

between each of the numbers. Use

to help you choose the numbers easily. (To set

If it is not illuminated in green, press (

Load your document.

Enter a number using Speed-Dial, a Group number, Search or manual dialing using the dial pad.

(Example: Group number)

When the LCD displays the fax number or name of the other party, press

You will be asked to enter the next number.

Enter the next number. (Example: Speed-Dial number)

When the LCD displays the fax number or name of the other party, press

After you have entered all fax numbers by repeating Step 5 and 6, go to Step 8 to start the broadcast.

Press

Menu/Set

Black Start

Fax

3 - 12 SETUP SEND

■

If you did not use up any of the numbers for Groups, access codes or credit card numbers, you can ‘broadcast’ faxes to as many as 90 (MFC-5440CN) or 150 (MFC-5840CN) different numbers.

■

The available memory will vary depending on the types of jobs in the memory and the number of locations used for broadcasting. If you broadcast to the maximum numbers available, you will not be able to use Dual Access and Delayed fax.

■

Enter the long dialing sequence numbers as you would normally, but remember that each Speed-Dial number counts as one number, so the number of locations you can store becomes limited.

■

If the memory is full, press more than one page has been scanned, press to send the portion that is in the memory.

Stop/Exit

to stop the job or if

Black Start

Overseas Mode

If you are having difficulty sending a fax overseas due to possible interference on the phone line, we recommend that you turn on the Overseas Mode. After you send a fax using this feature, the feature will turn itself off.

If it is not illuminated in green, press (

Load your document.

Press

Press ▲ or ▼ to select On (or Press

Menu/Set, 2, 2, 7

Menu/Set

Off

Fax

Setup Send

7.Overseas Mode

SETUP SEND 3 - 13

Delayed Fax (Not available for color faxes)

During the day you can store up to 50 faxes in the memory to be sent within 24 hours. These faxes will be sent at the time of day you enter in Step 4.

If it is not illuminated in green, press (

Load your document.

Press

Press displayed time.

—OR— Enter the time you want the fax to be sent (in 24-hour format). Press (For example, enter 19:45 for 7:45 PM.)

The number of pages you can scan into the memory depends on the amount of data that is printed on each page.

Menu/Set, 2, 2, 3 Menu/Set

Menu/Set

to accept the

Fax

Setup Send

3.Delayed Fax

Setting up Polled Transmit (Not available for color faxes)

Polled Transmit is when you set up your MFC to wait with a document so another fax machine can call and retrieve it.

If it is not illuminated in green, press (

Load your document.

Press

Press ▲ or ▼ to choose On (or Press

Menu/Set, 2, 2, 6

Menu/Set

Off

Fax

Setup Send

6.Polled TX

The document will be stored and can be retrieved from any other fax machine until you delete the fax in memory by using the Canceling a Job menu setting. (See on page 3-11.)

3 - 14 SETUP SEND

Canceling a scheduled job

Delayed Batch Transmission (Not available for color faxes)

Before sending the delayed faxes, your MFC will help you economize by sorting all the faxes in the memory by destination and scheduled time. All delayed faxes that are scheduled to be sent at the same time to the same fax number will be sent as one fax to save transmission time.

If it is not illuminated in green, press (

Press

Press ▲ or ▼ to select On (or Press

Press The document will be stored and can be retrieved from any other

fax machine until you delete the fax in memory by using the Canceling a job menu setting. (See Canceling a scheduled job on page 3-11.)

Menu/Set, 2, 2, 4

Menu/Set Stop/Exit

Off

Fax

Setup Send

4.Batch TX

Faxing A4 size documents from the scanner glass

When documents are A4 size, you need to set Scan Glass Size to A4; if you do not, the bottom portion of the faxes will be missing.

Press

Press ▲ or ▼ to select A4 (or Press

Press

Menu/Set, 2, 2, 0

Menu/Set Stop/Exit

Letter

SETUP SEND 3 - 15

Setup Receive

Basic receiving operations

Choosing the Receive Mode

There are four different Receive Modes for your MFC. You can choose the mode that best suits your needs.

LCD How it works When to use it

Fax Only

(automatic receive)

Fax/Tel

(fax and telephone)

(with an external or extension telephone)

External TAD

(with an external answering device only)

Manual

(manual receive) (with an external or

extension telepho ne or with Distinctive Ring)

The MFC automatically answers every call as a fax.

The MFC controls the line and automatically answers every call. If the call is a fax it will receive the fax. If the call is not a fax it will ring (pseudo/double ring) for you to pick up the call.

The external answering device (TAD) automatically answers every call. Voice messages are stored on the external TAD. Fax messages are printed.

You control the phone line and must answer every call yourself.

For dedicated fax lines.

Use this mode if you expect to receive lots of fax messages and few telephone calls. You cannot have an answering ma chine on the same line, even if it is on a separate wall jack on the same line. You cannot use the telephone company’s Voice Mail in this mode.

Use this mode if you hav e connected an answering machine to your MFC. The External TAD setting works only with an external answering machine. Ring Delay does not work in this setting.

Use this mode if you do not receive many fax messages, with Distinctive Ring, or if you are using a computer on the same line. If you answer and hear fax tones, wait until the MFC takes over the call, then hang up. (See Easy Receive on page 4-4.)

4 - 1 SETUP RECEIVE

To select or change your Receive Mode

If it is not illuminated in green, press (

Press

Press ▲ or ▼ to select

Fax/Tel, External TAD Manual

Press

Menu/Set, 0, 1

Menu/Set Stop/Exit

Fax Only

Current Receive Mode

Fax

: Fax Only

F/T

: Fax/Tel

TAD

: External TAD

Mnl

: Manual

Fax

Initial Setup

1.Receive Mode

Setting the Ring Delay

The Ring Delay sets the number of times the MFC rings before it answers in phones on the same line as the MFC or subscribe to the telephone company’s Distinctive Ring service, keep the Ring Delay setting of 4.

Operation from extension telephones

(See

Receive

Fax Only

on page 4-4.)

Fax/Tel

mode. If you have extension

on page A-7 and

Easy

If it is not illuminated in green, press (

Press

Press ▲ or ▼ to select how many times the line rings before the MFC answers (00, 01, 02, 03 or 04).

Press (If you select 00, the line won’t ring at all.)

Press

Menu/Set, 2, 1, 1

Menu/Set

Stop/Exit

Fax

Setup Receive

1.Ring Delay

SETUP RECEIVE 4 - 2

Setting the F/T Ring Time (Fax/Tel mode only)

If you set the Receive Mode to Fax/Tel, you’ll need to decide how long the MFC will signal you with its special pseudo/double-ring when you have a voice call. (If it’s a fax call, the MFC prints the fax.)

This pseudo/double-ring happens after the initial ringing from the phone company. Only the MFC rings and no other phones on the same line will ring with the special pseudo/double-ring. However, you can still answer the call on any telephone on the same line as the MFC.

Fax/Tel mode when power key is On

(See

mode when power key is Off

on page A-7.)

on page A-7 and

Fax/Tel

If it is not illuminated in green, press (

Press

Press ▲ or ▼ to select how long the MFC will ring to alert you that you have a voice call (20, 30, 40 or 70 seconds).

Press

Press Even if the caller hangs up during the pseudo/double-ringing,

the MFC will continue to ring for the set time.

Menu/Set, 2, 1, 2

Menu/Set Stop/Exit

Fax

Setup Receive

2.F/T Ring Time

4 - 3 SETUP RECEIVE

Easy Receive

When you use this feature, you don’t have to press

Color Start

call. Selecting even if you lift the handset of an extension or external phone. When you see the handset of an extension phone connected to another telephone wall jack, just replace the handset and your MFC will do the rest.

■

If it is not illuminated in green, press (

Press

Use ▲ or ▼ to select On (or Press

Press

, or the Fax Receive Code

allows the MFC to receive fax calls automatically,

Receiving

If this feature is set to On, but your MFC does not connect a fax call when you lift an extension or external phone handset, press the Fax Receive Code

If you send faxes from a computer on the same phone line and the MFC intercepts them, set Easy Receive to

Selecting yourself by lifting the handset of an external or extension phone, and then press MFC —OR— by pressing from extension telephones on page A-7.)

Menu/Set, 2, 1, 3

Menu/Set Stop/Exit

on the LCD or when you hear ‘chirps’ through

Off

means you’ll have to activate the MFC

Black Start

if you are not at your MFC. (See Operation

Off

when you answer a fax

Setup Receive

3.Easy Receive

Black Start,

Color Start

Fax

Off

on the

SETUP RECEIVE 4 - 4

Printing a reduced incoming fax (Auto Reduction)

If you choose On, the MFC automatically reduces an incoming fax to fit on one page of Letter, Legal or A4 size paper. The MFC calculates the reduction ratio by using the page size of the document and your Paper Size setting (

Menu/Set, 1, 3

If it is not illuminated in green, press (

Press

Use ▲ or ▼ to select On (or Press

Press

■

Menu/Set, 2, 1, 5

Menu/Set Stop/Exit

Turn on this setting if you receive faxes that are split on two pages. However, if the document is too long though, the MFC may print it on two pages.

If left and right margins are cut off, turn on this setting.

Off

Fax

Setup Receive

5.Auto Reduction

Printing a fax from the memory

If you have selected Fax Forwarding, Paging or Fax Storage

Menu/Set, 2, 5, 1

( you are at your MFC. (See

1 2

Press Press

Menu/Set, 2, 5, 3 Black Start

), you can still print a fax from the memory when

Setting Fax Storage

on page 6-3.)

Remote Fax Opt

3.Print Fax

4 - 5 SETUP RECEIVE

Polling

Polling is the process of retrieving faxes from another fax machine. You can use your MFC to ‘poll’ other machines, or you can have someone poll your MFC.

Everyone who is involved in Polling needs to set up their fax machines for Polling. When someone polls your MFC to receive a fax, they pay for the call. If you poll someone’s fax machine to receive a fax, you pay for the call.

Some fax machines do not respond to the Polling feature.

Setting up Polling Receive

Polling Receive is when you call another fax machine to receive a fax from it.

If it is not illuminated in green, press (

Press

Enter the fax number you are polling.

Press The LCD shows

Menu/Set, 2, 1, 6

Black Start

Color Start

Dialing

Fax

Setup Receive

6.Polling RX

Setting up Sequential Polling Receive

Your MFC can ask for faxes from several fax units in a single operation (Sequential Polling Receive). Afterwards, a Sequential Polling Report will be printed.

If it is not illuminated in green, press (

Press

Enter the fax machines you want to poll using Speed-Dial, a Group or the dial pad. You must press number.

Press number or Group number in turn to receive a fax.

Menu/Set, 2, 1, 6

Black Start

Color Start

Menu/Set

. Your MFC will poll each

Fax

Setup Receive

6.Polling RX

between each fax

SETUP RECEIVE 4 - 6

Quick-Dial numbers and

dialing options

Storing numbers for easy dialing

You can set up your MFC to do two types of easy dialing: Speed-Dial and Groups for Broadcasting faxes. When you dial a quick-dial number, the LCD shows the name, if you stored it, or the number.

If you lose electrical power, the quick-dial numbers that are in the memory will not be lost.

Storing Speed-Dial numbers

You can store Speed-Dial numbers, so that when you dial you will only have to press a few keys ( number, and store 40 Speed-Dial numbers and the MFC-5840CN can store 100 numbers.

Black Start

Search/Speed Dial, #

Color Start

). The MFC-5440CN can

, the two-digit

Press

Use the dial pad to enter a Speed-Dial location number (01-40 for MFC-5440CN, 00-99 for MFC-5840CN.)

(For example, press Press

Enter the phone or fax number (up to 20 digits). Press

Use the dial pad to enter the name (up to 15 characters). Press (You can use the —OR— Press

Go to Step 2 to store another Speed-Dial number. —OR— Press

5 - 1 QUICK-DIAL NUMBERS AND DIALING OPTIONS

Menu/Set, 2, 3, 1

Menu/Set

Stop/Exit

chart on page B-12 to help you enter letters.)

to store the number without a name.

Set Quick-Dial

1.Speed-Dial

Changing Speed-Dial numbers

If you try to store a Speed-Dial number where a number has already been stored, the LCD will show the name that has been stored there (or number) and will ask you to do one of the following:

Press 1 to change the stored number. —OR— Press

How to change the stored number or name:

■

Enter a new number. Press

Follow the directions beginning at Step 4 in Storing Speed-Dial numbers. (See page 5-1.)

to exit without making a change.

If you want to change a character, use or to position the cursor under the character you want to change, and then type over it.

If you want to erase the whole number or whole name, press

Stop/Exit

The characters above and to the right of the cursor will be deleted.

Menu/Set

when the cursor is under the first digit or letter.

▲

QUICK-DIAL NUMBERS AND DIALING OPTIONS 5 - 2

Setting up Groups for Broadcasting

Groups allow you to send the same fax message to many fax numbers by pressing only a few keys ( two-digit number, and fax number as a Speed-Dial number.

Then, you can combine them into a Group. Each Group uses up a Speed-Dial number. You can have up to six Groups, or you can assign up to 39 numbers (MFC-5440CN) or up to 99 numbers (MFC-5840CN) to one large Group.

(See Storing Speed-Dial numbers on page 5-1 and Broadcasting (Not available for color faxes) on page 3-12.)

Black Start

Search/Speed Dial, #

). First, you’ll need to store each

, the

Press

Use the dial pad to enter the two-digit Speed-Dial number where you want to store the Group.

Press (For example, press

Use the dial pad to enter the Group number (1 to 6).

Press (For example, press

The Group number must be between 1 and 6.

To include Speed-Dial numbers in the Group, press them as follows:

For example, for Speed-Dial numbers 05 and 09. Press

Search/Speed Dial, 09

Menu/Set, 2, 3, 2

Menu/Set

and

for Group 1.)

Menu/Set

Search/Speed Dial, 05

. The LCD shows:

Set Quick-Dial

2.Setup Groups

Setup Groups Speed-Dial? #

Setup Groups Setup Group:G01

Setup Groups G01:#05#09

#05#09

5 - 3 QUICK-DIAL NUMBERS AND DIALING OPTIONS

Press Group.

Use the dial pad and the chart on page B-12 to enter a name for the Group.

Press (For example, type NEW CLIENTS).

Press You can print a list of all the Speed-Dial numbers. Group

numbers will be marked in the “GROUP” column. (See Printing reports on page 7-3.)

Menu/Set

Stop/Exit

to accept the Speed-Dial numbers for this

QUICK-DIAL NUMBERS AND DIALING OPTIONS 5 - 4

Dialing options

There are three ways to dial. (See

How to dial

on page 3-1.)

Access codes and credit card numbers

Sometimes you may want to choose from several long distance carriers when you make a call. Rates may vary depending on the time and destination. To take advantage of low rates, you can store the access codes or long-distance carriers and credit card numbers as Speed-Dial numbers. You can store these long dialing sequences by dividing them and setting them up on separate Speed Dial numbers in any combination. You can even include manual dialing using the dial pad. (See

For example, perhaps you have stored ‘555’ on Speed-Dial #03 and ‘7000’ on Speed-Dial #02. If you press

Search/Speed Dial, #02

will dial ‘555-7000’. To temporarily change a number, you can substitute part of the

number with manual dialing using the dial pad. For example, to change the number to 555-7001 you could press

Search/Speed Dial, #03

pad.

Storing Speed-Dial numbers

Black Start

, and

and then press

If you must wait for another dial tone or signal at any point in the dialing sequence, store a pause in the number by pressing

Redial/Pause

. Each key press adds a 3.5-second delay.

on page 5-1.)

Search/Speed Dial, #03

Color Start

7001

using the dialing

, you

Pause

Press numbers. If you are dialing overseas, you can press as many times as needed to increase the length of the pause.

5 - 5 QUICK-DIAL NUMBERS AND DIALING OPTIONS

Redial/Pause

to insert a 3.5-second pause between

Redial/Pause

Tone or Pulse

If you have a Pulse dialing service, but need to send Tone signals (for example, for telephone banking), follow the instructions below. If you have Touch Tone service, you will not need this feature to send tone signals.

Lift the handset of the external phone.

Press # on the control panel of your MFC. Any digits dialed after this will send tone signals.

When you hang up, the MFC will return to the Pulse dialing service.

QUICK-DIAL NUMBERS AND DIALING OPTIONS 5 - 6

Remote Fax Options

(Not available for color faxes)

You can only use one remote fax option at a time: Fax Forwarding—OR—Paging—OR—Fax Storage—OR— PC FAX Receive—OR—Off.

You can change your selection at any time (

Turning off Remote Fax Options

(See

Menu/Set, 2, 5, 1

on page 6-4.)

Setting up Fax Forwarding

When you select Fax Forward, your MFC stores the received fax in the memory. The MFC will then dial the fax number you’ve programmed and forwards the fax message.

Press

Press ▲ or ▼ to select

Fax Forward

Press The LCD will ask you to enter the fax number to which faxes will

be forwarded.

Enter the forwarding number (up to 20 digits). Press

Press ▲ or ▼ to select

Backup Print:On Backup Print:Off

Press

■

Press

Menu/Set, 2, 5, 1

Menu/Set

If you select fax at your MFC so you will have a copy if there is a power failure before it is forwarded.

If Fax Forwarding is turned on your machine cannot receive a color fax unless the sending machine converts it to black & white before sending.

Stop/Exit

Backup Print:On

Remote Fax Opt

1.Fwd/Page/Store

Fax Forward Backup Print:On

, the MFC will also print the

6 - 1 REMOTE FAX OPTIONS

Programming your pager number

When Paging is selected, your MFC dials the pager number you’ve programmed, and then dials your Personal Identification Number (PIN). This activates your pager so you will know that you have a fax message in the memory.

Press

Press ▲ or ▼ to select

Enter your pager phone number followed by # # (up to 20 digits). Press

Do not include the area code if it is the same as that of your MFC. For example, press

If your pager needs a PIN, enter the PIN, press #, press

Redial/Pause

Press (For example, press

1 2 1 2 # #

—OR—

If you do not need a PIN, press number followed by

Press (For example, press

Press

■

Menu/Set, 2, 5, 1

Menu/Set

, enter your fax number followed by ##.

Paging

Remote Fax Opt

1.Fwd/Page/Store

1 8 0 0 5 5 5 1 2 3 4 # #

1 2 3 4 5 # Redial/Pause 1 8 0 0 5 5 5

)

Menu/Set

Redial/Pause

, enter your fax

Redial/Pause 1 8 0 0 5 5 5 1 2 1 2 # #

Stop/Exit

You cannot change a Paging number or PIN remotely. If you have set Paging, a backup copy of the received fax will

automatically be printed at the MFC.

)

REMOTE FAX OPTIONS 6 - 2

Setting Fax Storage

If you select Fax Storage, your MFC stores the received fax in the memory. You will be able to retrieve fax messages from another location using the Remote Retrieval commands.

Press

Press ▲ or ▼ to select

Fax Storage

Press

■

Menu/Set, 2, 5, 1

Menu/Set Stop/Exit

If you have turned on Fax Storage, a backup copy will automatically be printed at the MFC.

If Fax Storage is turned on your machine cannot receive a color fax unless the sending machine converts it to black & white.

Remote Fax Opt

1.Fwd/Page/Store

Setting PC Fax Receive

If you select PC Fax Receive, your MFC will temporarily store your received fax messages in its memory, and then automatically send the faxes to the PC. You can then use your PC to view and store these faxes.

Press

Press ▲ or ▼ to select

PC Fax Receive

Press

Press ▲ or ▼ to select

Backup Print:On Backup Print:Off

Press

■

Menu/Set, 2, 5, 1

Menu/Set

Menu/Set Stop/Exit

Before you can set up PC Fax Receive you must install the MFL-Pro Suite software on your PC, make sure your PC is connected and turned on. (For details, see

PC-FAX software

the CD-ROM.) If you select

fax at your MFC so you will have a copy if there is a power failure before it is sent to the PC.

Backup Print:On

on page 5-1 in Software User’s Guide on

Remote Fax Opt

1.Fwd/Page/Store

PC Fax Receive Backup Print:On

Using Brother

, the MFC will also print the

6 - 3 REMOTE FAX OPTIONS

■

If you get an error message and the MFC cannot print the faxes in memory, you can use this setting to transfer your faxes to your PC. (For details, see Error messages on page 11-1.)

■

When PC Fax Receive is turned on your machine can only print the color faxes it receives. It cannot store them it memory.

Turning off Remote Fax Options

If you set the Remote Fax Options to MFC’s memory, the LCD will give you two options.

■

If you press 1, all unprinted faxes will be printed and erased before the setting turns off. If a backup copy has already been printed it will not be printed again.

■

If you press 2, the memory will not be erased and the setting will be unchanged.

Printing a fax from the memory

(See

Off

and there are faxes in your

on page 4-5.)

Setting your Remote Access Code

The remote access code lets you access the Remote Retrieval features when you are away from your MFC. Before you use the remote access and retrieval features, you have to set up your own code. The default code is inactive code (--- ).

Press

Enter a three-digit code using numbers

Press Do not use the same code which is set in your Fax Receive

Code ( (See

Menu/Set, 2, 5, 2

0-9

or .

Menu/Set

Operation from extension telephones

. (The preset ‘ ’ cannot be changed.)

) or Telephone Answer Code (

Remote Fax Opt

2.Remote Access

#51

on page A-7.)

Press You can change your code at any time by entering a new one.

If you want to make your code inactive, press 2 to restore the inactive setting (--- ).

Stop/Exit

REMOTE FAX OPTIONS 6 - 4

in Step

Remote Retrieval

You can call your MFC from any touch tone telephone or fax machine, then use the Remote Access Code and remote commands to retrieve fax messages. Be sure to cut out the Remote Retrieval Access Card on the last page and keep it with you at all times.

Using your Remote Access Code

Dial your fax number from a telephone or another fax machine using touch tone.

When your MFC answers, immediately enter your Remote Access Code (3 digits followed by ).

The MFC signals if it has received fax messages:

1 long beep No beeps

The MFC gives two short beeps to tell you to enter a command. The MFC will hang up if you wait longer than 30 seconds to enter a command. The MFC will beep three times, if you enter an invalid command.

Press 90 to reset the MFC when you’ve finished.

Hang up.

—

Fax messages

—

No messages

If your MFC is set to remote retrieval features, you can access your MFC by waiting about 2 minutes after it starts ringing, and then entering the Remote Access Code within 30 seconds.

6 - 5 REMOTE FAX OPTIONS

Manual

mode and you want to use the

Remote commands

Follow the commands below to access features when you are away from the MFC. When you call the MFC and enter your Remote Access Code (3 digits followed by ), the system will give two short beeps and you must enter a remote command.

Remote commands Operation details

95 Change the Fax

Forwarding, Paging or Fax Storage settings

1 OFF You can select

or erased all your messages. 2 Fax Forwarding If you hear one long beep, the change has 3 Paging 4 Fax Forwarding number 6 Fax Storage

96 Retrieve a fax

2 Retrieve all faxes Enter the number of a remote fax machine to

3 Erase faxes from the memory

97 Check the receiving status

1 Fax

98 Change the Receive Mode

1 External TAD 2 Fax/Tel 3 Fax Only

90 Exit Press 90 to exit Remote Retrieval. Wait for

been accepted. If you hear three short beeps,

you cannot change it because something has

not been set up (for example, perhaps a Fax

Forwarding or Paging number had not been

registered). You can register your Fax

Forwarding number by entering 4. (See

Changing your Fax Forwarding number on

page 6-7.) Once you have registered the

number, Fax Forwarding will work.

You can select

or erased all your messages.

receive stored fax message(s). (See page

6-7.)

If you hear one long beep, fax messages

have been erased from the memory.

You can check whether your MFC has

received any faxes. If yes, you will hear one

long beep. If no, you will hear three short

beeps.

If you hear one long beep, you can change

the Receive Mode.

the long beep, then replace the handset.

Off

after you have retrieved

Off

after you have retrieved

REMOTE FAX OPTIONS 6 - 6

Retrieving fax messages

You can call your MFC from any touch tone phone and have your fax messages sent to a fax machine.

Dial your fax number.

When your MFC answers, immediately enter your Remote Access Code (3 digits followed by ). If you hear one long beep, you have messages.

As soon as you hear two short beeps, use the dial pad to press

962

Wait for the long beep, and then use the dial pad to enter the number of the remote fax machine where you want your fax messages sent to followed by

You cannot use and # as dial numbers. However, press # if you want to store a pause.

Hang up after you hear your MFC beep. Your MFC will call the other machine, which will then print your fax messages.

(up to 20 digits).

Changing your Fax Forwarding number

You can change the default setting of your fax forwarding number from another telephone or fax machine using touch tone.

Dial your fax number.

When your MFC answers, immediately enter your Remote Access Code (3 digits followed by ). If you hear one long beep, you have messages.

When you hear two short beeps, use the dial pad to press

Wait for the long beep, and then use the dial pad to enter the new number of the remote fax machine where you want your fax messages forwarded followed by

You cannot use and # as dial numbers. However, press # if you want to store a pause.

Hang up after you hear your MFC beep.

6 - 7 REMOTE FAX OPTIONS

(up to 20 digits).

954

Printing reports

Fax settings and activity

You need to set up the Transmission Verification Report and Journal Period in the menu table.

Press —OR— Press

Menu/Set, 2, 4, 1

Menu/Set, 2, 4, 2

Report Setting

1.Transmission

Report Setting

2.Journal Period

Customizing the Transmission Verification Report

You can use the Transmission Report as proof that you sent a fax. This report lists the time and date of transmission and whether the

transmission was successful (OK). If you select report will print for every fax you send.

If you send a lot of faxes to the same place, you may need more than the job numbers to know which faxes you must send again. Selecting

On+Image

on the report to help you remember.

When the Verification Report is turned Report will only print if there is a transmission error, with NG in the RESULT column.

Press

Press ▲ or ▼ to select

Off+Image, On, On+Image

Press

Off+Image

Menu/Set, 2, 4, 1

Menu/Set Stop/Exit

will print a section of the fax’s first page

Off

Report Setting

1.Transmission

On+Image

Off+Image

, the

PRINTING REPORTS 7 - 1

Setting the Journal Period

You can set the MFC to print a journal at specific intervals (every 50 faxes, 6, 12 or 24 hours, 2 or 7 days). If you set the interval to can print the report by following the steps on the next page. The default setting is

Every 50 Faxes

Off

, you

Press

Press ▲ or ▼ to choose an interval. Press (If you choose 7 days, the LCD will ask you to choose a day on

which to begin the 7-day countdown.)

Enter the time to begin printing in 24-hour format. Press (For example: enter 19:45 for 7:45 PM.)

Press If you select 6, 12, 24 hours, 2 or 7 days, the MFC will print the

report at the selected time and then erase all jobs from its memory. If the MFC’s memory becomes full with 200 jobs before the time you selected has passed, the MFC will print the Journal early and then erase all jobs from memory. If you want an extra report before it is due to print, you can print it without erasing the jobs from memory.

If you select when the MFC has stored 50 jobs.

Menu/Set, 2, 4, 2

Menu/Set

Stop/Exit

Every 50 Faxes

, the MFC will print the Journal

Report Setting

2.Journal Period

7 - 2 PRINTING REPORTS

Printing reports

Following reports are available:

1.Help List

2.Quick-Dial

3.Fax Journal

4.Transmission

5.User Settings

6.Network Config

Prints the Help List so you can see at-a-glance how to quickly program your MFC.

Lists names and numbers stored in the Speed-Dial memory, in numerical order.

Lists information about the last incoming and outgoing faxes. (TX means Transmit.) (RX means Receive.)

Prints a Transmission Verification Report for your last transmission.

Lists your settings. Lists your Network settings.

How to print a report

For MFC-5440CN, press For MFC-5840CN, press

Press ▲ or ▼ to select the report you want. Press

Menu/Set

. —OR— Enter the number of the report you want to print. For example, press

Press

Black Start

Reports

Menu/Set, 6

to print the Help List.

PRINTING REPORTS 7 - 3

Making copies

Using the MFC as a copier

You can use your MFC as a copier, making up to 99 copies at a time.

Enter Copy mode

Before making copies, make sure that (

in green. If it is not, press ( default setting is Fax. You can change the number of seconds or

minutes that the MFC stays in Copy mode. (See Timer on page 2-3.)

The LCD shows the default copy setting

Copy Ratio

Copy

Quality No of Copies

Copy

) to enter Copy mode. The

) is illuminated

Setting the Mode

8 - 1 MAKING COPIES

Making a single copy

Press (

Load your document.

Load documents

(See

Press To stop copying, press

Black Start

Copy

) to illuminate it in green.

on page 1-7.)

Color Start

Stop/Exit

Making multiple copies

Press (

Load your document.

Use the dial pad to enter the number of copies you want (up to 99).

Press To sort the copies, press the

temporary Copy keys on page 8-3.)

Black Start

Copy

) to illuminate it in green.

Color Start

Options

key. (See Using the

Stop copying

To stop copying, press

Stop/Exit

MAKING COPIES 8 - 2

Using the temporary Copy keys

When you want to quickly change the copy settings temporarily for the next copy, use the temporary Copy keys. You can use different combinations.

Temporary Copy keys

(For MFC-5440CN)

Temporary Copy keys

(For MFC-5840CN)

These settings are temporary, and the MFC returns to its default settings 60 seconds after it finishes copying. However if you have set the Mode Timer to 0 or 30 seconds, the MFC returns to the default settings after the number of seconds that has been set for mode timer. (See Setting the Mode Timer on page 2-3.)

You can save the copy settings you use most often by setting them as default. (See Changing the default copy settings on page 8-16.)

8 - 3 MAKING COPIES

Increasing copy speed or quality

You can select the copy quality. The default setting is

Press

Quality

and

1 2

4 5

Press ( Load your document.

Use the dial pad to enter the number of copies you want (up to 99).

Press Press ▲ or ▼ to choose the copy quality (

Best

Press Press

Normal

Fast

Best

Copy

Quality

Menu/Set Black Start

Recommended mode for ordinary printouts. Good copy quality with adequate copy speed.

Fast copy speed and lowest ink consumption. Use FAST to save time (document to be proof-read, large documents or many copies).

Use this mode to copy precise images such as photographs. BEST uses the highest resolution and slowest speed.

) to illuminate it in green.

Color Start

Fast, Normal

Normal

MAKING COPIES 8 - 4

Enlarging or reducing the image copied

You can select the following enlargement or reduction ratios.

Custom(25-400%)

allows you to enter a ratio from 25% to 400%.

Press

and or to select

Enlarge/Reduce

1 2 3

4 5

Enlarge/Reduce

Press ( Load your document. Use the dial pad to enter the number of copies you want

(up to 99). Press Press ▲ or ▼ to select the enlargement or reduction ratio you

want. Press —OR— You can select Use the dial pad to enter an enlargement or reduction ratio from

25%

Press (For example, press

Enlarge/Reduce

Menu/Set

400%

Menu/Set

Copy

Custom(25-400%)

200%

198% 4"x6"→A4

186% 4"x6"→LTR

142% A5→A4

104% EXE→LTR

100%

97% LTR→A4

93% A4→LTR

83% LGL→A4

78% LGL→LTR

69% A4→A5

50%

) to illuminate it in green.

and press

5 3

to enter

53%

Menu/Set

8 - 5 MAKING COPIES

Press Special Copy Options 2 in 1 (P), 2 in 1 (L), 4 in 1 (P), 4 in 1 (L)

or Poster are not available with Enlarge/Reduce.

Black Start

Color Start

Setting the paper type (MFC-5440CN only)

If you are copying on special paper, be sure to select the type of paper you are using so you will get the best print quality.

Press (

Load your document.

Use the dial pad to enter the number of copies you want (up to 99).

Press

Press ▲ or ▼ to select the type of paper you are using (

Inkjet, Glossy

Press

Press You can change the default Paper Type setting at any time.

(See Setting the Paper Type on page 2-3.)

Paper Type

Menu/Set Black Start

Copy

) to illuminate it in green.

Transparency

Color Start

Plain

MAKING COPIES 8 - 6

Using the Tray Select key (MFC-5840CN only)

The MFC uses the paper in Tray#1 first. You can change the tray that will be used for next copy only.

Press (

Load your document.

Use the dial pad to enter the number of copies you want (up to 99).

Press

Press ▲ or ▼ to select Press

Press

■

Tray Select

Menu/Set Black Start

If both trays are using paper that is the same type and size,

Auto

will allow your MFC to take paper from Tray#2 if

Tray#1 is out of paper. You can only use plain paper sizes Letter, Legal or A4 in

Tray#2.

Copy

) to illuminate it in green.

Auto, #1(xxx)

Color Start

#2(xxx)

8 - 7 MAKING COPIES

Changing the temporary copy settings

Use the

Options

key to quickly set the following copy settings

temporarily for the next copy.

Press Options

Menu Selections Options Factory

select select

Paper Type

(MFC-5840CN only)

Paper Size Letter/Legal

Brightness

Contrast

Stack/Sort Stack/Sort Stack

Page Layout Off(1 in 1)

No. of Copies No. of Copies:01

Page

Setting

Plain/Inkjet Glossy Transparency

A4/A5

4"(W)x 6"(H)

- + - + 8-10

- + - + 8-11

2 in 1 (P) 2 in 1 (L) 4 in 1 (P) 4 in 1 (L) Poster(3 x 3)

(01-99)

/ / / / /

Plain

Letter

Off (1 in 1)

8-9

8-11

8-12

After you choose your settings by pressing shows

Press

Set temporarily

Black Start

Color Start

if you’re finished choosing

settings. —OR— Press

▲

or ▼ to select more settings.

Menu/Set

MAKING COPIES 8 - 8

, the LCD

Setting paper type (MFC-5840CN only)

If copying on paper other than plain paper, select the type of paper that you are using to get the best print quality.

Press (

Load your document.

Use the dial pad to enter the number of copies you want (up to 99).

Press Press

Press ▲ or ▼ to select the type of paper you are using (

Inkjet, Glossy

Press You can only use plain paper in Tray#2.

Press You can change the default Paper Type setting at any time.

(See

Options Menu/Set

Menu/Set

Black Start

Setting the Paper Type

Copy

) to illuminate it in green.

and ▲ or ▼ to select

Transparency

Color Start

on page 2-3.)

Paper Type

Plain

Setting paper size

If copying on paper other than Letter size, you will need to change the paper size setting.

■

You can copy on Letter, Legal, A4, A5 or Photo Card (4"(W) x 6"(H)) paper.

■

You can only use this setting with Tray#1.

Press (

Load your document.

Use the dial pad to enter the number of copies you want (up to 99).

8 - 9 MAKING COPIES

Copy

) to illuminate it in green.

Options

Press Press Press ▲ or ▼ to select the size of paper you are using

( Press Press

Menu/Set

Letter, Legal, A4, A5

Menu/Set Black Start

and ▲ or ▼ to select

4"(W)x 6"(H)

Color Start

Paper Size

Adjusting brightness

You can adjust the copy brightness to make copies darker or lighter.

Press (

Load your document.

Use the dial pad to enter the number of copies you want (up to 99).

Press Press

Press ▲ to make a lighter copy. —OR— Press Press

Press

Options Menu/Set

▼

to make a darker copy.

Menu/Set Black Start

Copy

) to illuminate it in green.

and ▲ or ▼ to select

Color Start

Brightness

- +

MAKING COPIES 8 - 10

Adjusting contrast

You can adjust the copy contrast to help an image look sharper and more vivid.

Press (

Load your document.

Use the dial pad to enter the number of copies you want (up to 99).

Press Press

Press ▲ to increase the contrast. —OR— Press Press

Press

Options Menu/Set

▼

to decrease the contrast.

Menu/Set Black Start

Copy

) to illuminate it in green.

and ▲ or ▼ to select

Color Start

Contrast

- +

Sorting copies using the ADF

You can sort multiple copies. Pages will be stacked in the order 321, 321, 321, and so on.

Press (

Load your document.

Use the dial pad to enter the number of copies you want (up to 99).

Press Press

Press ▲ or ▼ to select Press

Press

Options Menu/Set

Menu/Set Black Start

Copy

) to illuminate it in green.

and ▲ or ▼ to select

Sort

Color Start

Stack/Sort

8 - 11 MAKING COPIES

Making N in 1 copies or a poster (Page Layout)

You can reduce the amount of copies by using the N in 1 copy feature. This allows you to copy two or four pages on one page, which allows you to save paper. It is also possible to create a poster. When you use the Poster feature your MFC divides your document into sections, then enlarges the sections so you can assemble them into a poster. If you want to print a poster, use the scanner glass.

■

Please make sure Paper Size is set to

■

You can use N in 1 copy feature with 100% copy size only.

■

(P) means Portrait and (L) means Landscape.

Press (

Load your document.

Use the dial pad to enter the number of copies you want (upto99).

Press Press

Press ▲ or ▼ to select

4 in 1 (P), 4 in 1 (L), Poster(3 x 3)

Press

If you are making a poster or placed the document in the ADF, the MFC scans document and starts printing.

Options Menu/Set

Menu/Set Black Start

Copy

) to illuminate it in green.

and ▲ or ▼ to select

2 in 1 (P), 2 in 1 (L)

Color Start

to scan the document.

Letter

Page Layout

Off(1 in 1)

or A4.

MAKING COPIES 8 - 12

Brother MFC 5840CN User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Brother numbers

Register your product

Frequently asked questions (FAQs)

For Customer Service

Brother fax back system (USA only)

Ordering accessories and supplies

Compilation and Publication Notice

Safety precautions

To use the MFC safely

Choosing a location

Quick Reference Guide

Sending faxes

Storing numbers

Dialing operations

Making copies

Table of Contents

Introduction

Using this Guide

Finding information

Symbols used in this Guide

Control panel overview

Turning the MFC on and off

On/Off Setting

Load documents

Using the automatic document feeder (ADF)

Recommended environment

Using the scanner glass

About paper

Recommended Paper

Handling and using special paper

Paper type and size for each operation

Paper weight, thickness and capacity

Paper capacity of the output paper tray

Printable area

How to load paper, envelopes and post cards

To load paper or other media

To load paper in paper tray#2 (MFC-5840CN only)

To load envelopes

To load post cards

About fax machines

Custom features

Do you have Voice Mail on the phone line?

Why should there be problems?

How can you avoid possible problems?

Fax tones and handshake

ECM (Error Correction Mode)

Getting started

Initial Setup

Setting the Date and Time

Setting Tone and Pulse dialing mode

Setting the Station ID

General Setup

Setting the Mode Timer

Setting the Paper Type

Setting the Paper Size

Setting the Ring Volume

Setting the Beeper Volume

Setting the Speaker Volume

Turning on Automatic Daylight Savings Time

Setting the LCD Contrast

Setting the Tray Use for Copy mode (MFC-5840CN only)

Setting the Tray Use for Fax mode (MFC-5840CN only)

Setup Send

How to enter Fax mode

How to dial

Manual dialing

Speed-Dialing

Search

Fax Redial

How to Fax (B&W and Color)

Color fax transmission

Faxing from the ADF

Faxing from the scanner glass

Automatic transmission

Manual transmission

Out of Memory message